Archive for August, 2012

Document Imaging Software Increases Office Efficiency and Saves Money

Friday, August 31st, 2012
President and Founder of Vircosoft

President and Founder of Vircosoft

Document Imaging software can help business owners and managers in easily locating, scanned files, PDF papers, records and other electronic documents. The software to manage documents can be a web-based application or computer software. Today, businesses must not only manage electronic documents but also know how to deal with problems that are associated with managing these documents like version control and finding the right documents. The need for a good Electronic Data Management Software (EDMS) is clear and any product you get must be able to solve your problem. However, not everyone can afford to buy an expensive EDMS. There are many managers and personal users who are looking for a free solution to their problem. These people can get good open source document management software that can help in solving their problem.

There are several tangible and intangible benefits of getting an electronic document management system. Here are some tangible benefits of getting this system:

Reduce storage

When you have EDMS software, you don’t have to maintain a hard copy of the documents. Almost all the paper documents can be saved as electronic documents which can be saved in an archive or within the business. This will help in reducing the storage requirements of your business.

Reduce retrieval time

Getting paper documents from an archive or a storage facility can be more time consuming when compared to electronic retrieval of documents. EDMS not only reduces the retrieval time but also help in conducting advanced searches. Conducting these searches can be especially useful when you are trying to make some major changes or searching for information or data that is subject to litigation.

Reduces cost

If you maintain paper documents, you have to take print outs of documents which will increase your expenses on paper and toner. Paperless office is not possible but it is anticipated that using EDMS can help in reducing the need for paper copies of documents. Even if you use an EDMS that does not have electronic signature capability, you must only get the master paper printed which will reduce expenses.

Improve productivity

When documents are electronically stored, employees have to spend less time searching for the documents. Improved document approval and review cycle will reduce processing time and improve the efficiency of business.

Improved disaster recovery

Most EMDS contains important business document and has a disaster recovery system that allows the user to restore the documents when there is a disaster or disruption.

EDMS not only offer several tangible benefits but can also offer some potential intangible benefits. Some of the intangible benefits offered include:

a) The documents that are stored electronically are more secure than paper documents. These electronic documents are stored in a secure location which ensures that only the right people get access to these documents.

b) When the documents are electronically stored, there is improved compliance to legislation and regulation.

c) There is central management and control of all electronic documents.

d) There are reduced chances of documents getting lost or stolen.

e) EDMS can help in enhancing competitive situation as it improves internal documentation processes.

f) Customer service improves as employees have faster access to important customer information.