Easy Ways Of Controlling Your Office Documents

By Author: Jo Alelsto
Total Articles: 405
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Are you overwhelmed by the amount of paper and hard copy documents you have to deal with everyday at the office? Is your office space crammed with filing cabinets that you have no room to comfortably move around? Are your desks cluttered with reports, data sheets, and records?

Then, this is the solution to your troubles.

An electronic document management system is a computer system (or set of computer programs) used to track and store electronic documents and images of paper documents.

The primary idea behind an electronic document management system is that it can perform as a stand-alone system, completing the entire tasks essential to deal with the electronic data and documents of a business.

This system of document management is an excellent way to reduce cost and time. It will definitely be a boost to your profits and your business. You'll be a step ahead of your competitors.

A management system converts your hard copy documents into electronic files which can then be stored, retrieved, secured, distributed, authenticated, and set to work into an efficient work flow system.

There ...
... are other processes other than storage, retrieval, and distribution provided by an electronic document management system. Then following is a list of the other feature of this software:

1. Storage - Storing of data and document facilitates the management in large volume when these are stored in electronic format. You can easily deal with the duration of document storage, transfer of documents from one media to another as well as document removal.

2. Retrieval - Electronic data and document retrieval is way simpler than manually looking for the file you need through several filing cabinets and numerous folders of similar subject. Retrieval of documents can also be quite complex but the complexity of the process is handled by the software. All you need to do is enter specified search terms and the software will search the system for document related to your search.

3. Integration - Electronic document management systems also allow for integration to other applications such as word processors, e-mail and collaboration/groupware software. This prevents any difficulties which may arise from file incompatibility.

4. Distribution - In practice, the original copy of a document is never used for distribution and it has to be in a format such that modification or alteration can not be done easily. If such document is to be reproduced and distributed electronically, the origin and the recipient systems must be validated and secured.

5. Indexing - Tracking of data and documents can simplify the task of document retrieval. It keeps track of unique document identifiers and provides classification based on the document's metadata as well as word indexes taken out form the documents content.

6. Workflow - Electronic data management system allow the automatic routing of documents to the user tasked on dealing with them. It ensures the efficiency in forwarding of documents to the responsible user at the appropriate time automatically.

7. Version Control - Processing of documents wherein these are check in and out of the system and enable users to retrieve earlier versions and continue working from a specified point. It permits proper management of the ongoing development of the document and this is especially useful for documents that are changed over time and needs regular updating.

An electronic document management system is a time, space, and money saver. It can make data processing and upgrading easier. Dealing with tons of documents and an endless stream of information can be one of the challenges in running your business. This type of document management will be an important tool in keeping in time with the fast pace of the business world today.

And think about it, you will have no need for bulky filing cabinets, piles and piles of folders and envelopes, and enormous quantities of paperwork, aren't these good enough reasons?
Jo is an author and publisher for ‘Sharples Group' (http://www.sharplesgroup.com), the leading independent supplier of office equipment in the North West of England. If your firm looking for high quality yet fairly priced Oki Photocopiers or has document management and solutions, printers, copiers, and scanners problems then you ought to check out Sharples Group.