We are taking lesson from the past
World’s greatest library is the American Library of Congress that houses millions of books. Just as that Library, Modern and broad digital archive that V12 owns acts as an important tool in reaching the information.
EXPLOREDigital Archive System
Document Digitizing and Digital Document’s Advantages
According to the IDC Central and Eastern Europe,Middle East and Africa printing market trends research that was made in 2016, the most common difficulties companies face when managing documents includes;
- Stocking document paper documents physically
- Being able to access important informations from anywhere, anytime
- Transposing the printed documents to digital media
- Business documents being available for remote access
high above the list. The most efficient course of action that can be traced to solve the mentioned problems in a way that will enrich the company would be firstly to learn more about the benefits of digital documents,then deciding what kind of paper / digital document balance to keep in the business by varius analysis studies and lastly integrating a document workflow administration system to the current business process that will fulfil the needs.
Here are the main benefits digital documents provide to companies
Space saving
Even if you encourage your employees to get their work done by using their e-mail accounts rather than using printed documents unless it’s necessary and send the documents that are out of use cycle to recycling every week,the amount of paper documents used will increase everyday and you will face costant problems about storage costs and providing physical space needed for archive.
Digital documents and detailed office printing policies will help minimalise the physical space used to stock documents and control them later on.
Decreasing the risk of information loss a unexpected times
If the most important informations for your business are archived printed,it’s highly possible to lose all of it in occurance of a natural disaster. To secure the digital documents in a cloud or an external server that is out of the company building at least reduces the risk of critical information loss to minimum in unexpected situations because the information can be backed up on said platforms.
Opportunity to edit documents
Many documents we use in the business processes go through so many editing and revising transactions through their life cycle.Digital documents able multiple users to access the same document,work commonly and edit together. Also through digital document administration system you can make sure that only relevant people can access the latest and approved versions of the documents and prevent possible complications.
Preventing document loss
Researches conducted proves that a huge amount of paper documents that are being processed through out the day are either being delievered incorrectly or completely get lost. By archiving the documents digitally this type of misdeliveries or losses are drastically
Cost advantage
The printing costs per page differs depending on the printer’s or/and copy machine’s qualities, company needs, printing capaticies and many other factors.Digital documents decreases the amount of paper printed documents thus provide companies with low cost opportunity.
Safety advantages
It’s possible for people with no access authorization to get paper documents that are stocked in file cabinets. Leaving the doors open to the cabinets that contains employee informations,customer records and financial informations or them having easily accessable locks can cause serious financial losses and laf enforcement encounters for companies. It’s possible to stay safe from this type of risks with digital document storage systems that have reuired safety measures.
Quick document archiving/recovering
In today’s business world, swiftness is one of the most important keys to success.It’s not a desired situation for employees to both waste their valuable time searching for the documents they need in messy cabinets and also for employee satisfaction. One of the most important advantages of digital documents is that employees who work either in their office,mobile or at home can access the documents they need quickly and easily whenever they want.
Search and share functions
In case it’s needed it’s possible to do searching around digital documents by using various parametres (key word,date,department etc.) with systems that function similarly to internet search engines. Searching feature ensures quick solutions when its important to find the most useful information for a certain type of job,averts time loss and enchances activity during work. Besides that a professional document management system allows work groups to access the correct and updated versions of the documents practically and work on the same material online.
