WhyOr

gani
sat
ionar
echoos
ingDocumentManagement
?
 WhyOr
gani
sat
ionar
echoos
ingDocumentManagement
?

Documentsaretheli
febl
oodofmanybus
ines
ses
.Whethert
heyareinpaperorel
ect
roni
cfor
mat
,document
sneedtobeeas
il
yaccess
ibl
etokeepthi
ngsrunni
ngsmoot
h-
l
y.
Buts
earchi
ngthroughpaperfi
l
est
ofi
ndwhatyou’r
elooki
ngforcantakealongt
ime.Andel
ect
roni
cdocumentss
tor
edi
ncomplexnetwor
kfol
derst
ruct
urescanbej
ust
asdi
ffi
cul
ttoaccessandmanage.

Acent r
ali
zedapproachtoDocumentManagementusinganElectr
onicDocumentManagementSyst
em (
EDMS
)isagreatwayforcompani
est
okeepbet t
ert
rackofall
t
heirbusi
ness-
cri
ti
caldocument
sandtoef
fi
cient
lydel
i
vereasy,secur
eandinst
antacces
stoal
lthes
edocumentsonl
i
ne,meeti
ngtheexpect
ati
onsofcus
tomer
sands t
aff
al
ike.

ByDepl
oyi
ngDocumentManagementS
olut
ion,YouCan:

1.Cent
rali
zedDocumentAccess
I
ns t
eadofs t
ori
ngsomefi
lesel
ectr
oni
cal
lyandothersashardcopies(
oftenindi
ff
erentl
ocati
ons),s
tor
ingever
ythi
ngel
ect
roni
cal
l
yenabl
esyout
oachi
eveas
ingl
elogi
cal
fi
l
ingst
ructureandpoi
ntofacces
sforal
ldocumentsforal
lst
aff(
andclient
s)acr
ossalll
ocat
ions
.

2.ReduceS t
orageCosts
Stor
ingpaperbas eddocumentsdemandsalotofex
pensivephys
ical
stor
agethatcompet
eswit
hpeopl
efors
pacewithi
nanorganiz
ati
on.
Conver t
ingpaperdocumentsi
ntoel
ectr
oni
cfil
esandint
egrati
ngthem i
ntoaDocumentManagements
yst
em cangr
eatl
yreducetheamountofpr
imes
tor
ages
pace
requir
edt ost
orepaper.

3.ReducedOperat
ionalCosts
Thetimeandmoneys pentsearchi
ngf
orpaperf
il
esissi
gni
fi
cant
.Thesavi
ngsachi
evedbyusi
nganEDMSi
nti
meandef
for
tpr
ovi
dear
eal
val
uef
oryourbus
ines
s.I
naddi
-
ti
on,stor
agecos
tsarereducedbecausetheneedforaddi
ti
onalst
oragespacei
seli
minat
ed.

4.
Fl
ex i
bleDocumentRetr
ieval
Retr
ievi
ngdocumentsst
oredi nhar
dcopyformati
sti
mecons uming.AnEDMSfil
eselectr
oni
cdocumentscent
ral
l
yanddocumentindexi
ngcapabi
li
ti
esmakef i
lesver
y
easytofindandaccess
.S t
affcanqui
ckl
ysearchf
orfi
lesofal
ltypesf
rom t
hecontentrepos
it
oryus
ingawebbasedi
nter
facef
rom anywher
ewit
hInternetaccess.

5.I
mpr oveSt
affEf
fi
cienci
es
Leveragingt
hewor kfl
ow capabi
l
it
iesofanEDMShel
psel
iminat
emanual pr
oces
sesands
treaml
i
nedayt
odayoper
ati
onswi
thi
nyouror
gani
zat
ion,l
eadi
ngt
oimpr
oved
i
nformat i
onf
low,i
ncreasedproducti
vi
tyandbet
terpr
ocessconsi
st
ency.

6.
Impr
ovedCus
tomerS
ervi
ce

Cent
ral
i
zedacces
stoel
ectr
oni
cdocument sens
uresamoreti
melyrespons
eti
met ocust
omeri
nqui
ri
esandimpr
ovescus
tomers
ati
sf
act
ionl
evel
s.Wi
tht
het
imeconsm
um-
i
ngmanualel
ementofdocumentr
etr
ieval
removed,st
affcannow f
ocusonothercor
ebusi
nes
sacti
vit
ies
.
 WhyOr
gani
sat
ionar
echoos
ingDocumentManagement
?

7.
Control
l
edandI mprovedCollabor
ation
Paperdocumentsus
uallyr
equir
ephot ocopyi
ngtobeshar
ed.Document
sst
oredonnet
workfol
derscanbedif
fi
cul
ttol
ocat
eandcanbes
ubj
ectt
ouncont
rol
l
edver
si
on-
i
ng.Byemployi
nganEDMS ,youcansharefil
esandcommunicat
eandcoll
aborat
emoreeff
ecti
velyi
nasecur
eonli
neenvi
ronment
.

8.
Eas
yFil
eVers
ioni
ng
Depl
oyi
nganEDMSmakesi tmucheasiert
omaintai
npr
operf
il
evers
ioni
ng,andauthori
zeduser
scangai
ncompleteacces
stobot
hcurr
entandpri
orver
si
onsofdocu-
ment
s.F
il
erevi
si
oncont
rol
ensuresdocumentver
si
onsar
emaintai
nedandt r
acked,al
lowingyoutomanagef
il
erevi
si
onsmuchmoreef
fect
ivel
y.

9.
ImproveDocumentS ecur
it
y
Paperdocument ss
tor
edinaf i
li
ngcabi
netof
tenhavel
i
ttl
etonosecur
it
y.I
fyouhaveaccesstot
hecabi
netyouhaveaccesstoall
itemsini
t.I
ncompar
is
on,anEDMS
provi
dessecur
it
yatthedocumentlevel
forgr
oupsandi
ndivi
dual
sandensur
esmorefl
exi
blecont
rol
andt
racki
ngfors
ensi
ti
veinf
ormat i
on.

10.NoMor eLostF
il
es
Lostdocumentscanbeex pensi
veandt
ime-
cons
umi
ngt
orepl
ace.Whens
tor
edi
nacent
ral
repos
it
ory,document
sremai
ncent
ral
l
yst
oredwhenbei
ngvi
ewedorus
ed,
sononearelostormis
placed.

11.EnhancedDis
ast
erRecover
y
AnEDMSpr ovi
desaneasywaytoback-
upal
lyourcr
it
ical
bus
ines
sdocument
sandt
her
efor
epl
aysakeyr
olei
nyourdi
sas
terr
ecover
yandbus
ines
scont
inui
tys
trat
egi
es.

12.I
mprovedRegul
atoryCompli
ance
Theri
skofnoncompli
ancecanresul
tinhef
tyfi
nesorevenimpr
is
onment
.Usi
ngacombinat
ionofs
ecur
it
ycont
rol
,audi
ttr
ail
s,ar
chi
vi
nganddi
sas
terr
ecovercapabi
l
it
iesof
anEDMS ,or
gani
zat
ionscanens
urethevali
dit
yofinf
ormati
onanddemonst
ratecompl
i
ancewithr
egul
ator
ymandates
.

13.EasyIntegrati
onwit
hExist
ingSyst
ems
MostElectronicDocumentManagementS ys
temscanbeint
egratedwi
thex
ist
ingbackends
yst
emsus
ingopenAPIandadvancedweb
ser
vices.Thi
shelpstoensur
et hatt
hebusi
nesscri
ti
cal
sys
temsthat
needt ointeroperat
etogethercandoso.

14.AGr eenerOffi
ce
Converti
ngbusinesspr
ocess
esfr
om paper
-bas
edtoelectr
oniccanplayamaj orr
olei
nyouror
gani
zat
ion’
sgr
eens
trat
egy.S
uppr
ess
ingpaperout
put
,el
i
minat
ingover
pri
nti
ng,faxi
ng,andcouri
erscantakeabi
gbiteoutofyourcar
bonfootpr
int
.