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Electronic document management 'needs care when deploying'
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Implementing an electronic document management system can result in many benefits for a business, although care must be taken when deploying the solution, it has been claimed. According to newsfactor.com, the most obvious advantage of maintaining electronic records is the space it saves when compared to paper documents, with offices able to remove many of their filing cabinets. However, the major benefit a company may experience from the transition is increased efficiency, as users can access information in a faster and more accurate way than if it were stored in its physical form. Furthermore, documents can easily be shared by colleagues, removing the need and cost of photocopying and physical delivery or fax. Mara Henderson, president of software firm Imagitek, told the news provider: "While digitising is an effective way to reduce storage costs, the big win for companies is that all that paper, when electronically stored, can then be correlated into actionable information." In order to fully realise these benefits, businesses need to use a system which has been correctly designed and implemented. Debora Alessi, president of Centerstone Record Services, explained to the source that the most useful electronic document management systems are those that allow several users to search and access data at the same time. The minimum features a solution should include, she advises, is searchability, the ability to archive, intuitive user interfaces and adaptable levels of security. Ensuring that staff are fully able to use the system and that it will be able to grow with the business are other critical steps, according to director of Canon USA's image filing systems division Mark Machida. Mr Machida told the publication: "Too much, too little, or too intricate a system can be counterproductive. And whatever system is chosen must be flexible, with the ability to expand as the company grows." A final tip came from Scott Francis, senior director of product management for Fujitsu Computer Products of America, who recommended using an experienced provider to install the electronic document management system and refraining from purchasing hardware and software components ahead of the whole solution being decided. Recent research from IT analyst IDC predicted the demand for online storage services could increase in firms which are going through periods of tight financial pressures. The organisation surveyed 812 businesses and discovered they are increasingly using electronic document management as the amount of information they wish to store rises. Azzurri's digital print and document management solutions allow people to find, share, change and store documents with a few clicks of a mouse.  |
Azzurri provides digital print and document management solutions that save you time and money.