Archiving information about companies is a central aspect, because of its daily handling of a large number of documents and files, so, using electronic archiving and document management software, this information can be stored conveniently and automatically fully in a central archive - Proof of audit and legally compatible, allowing users to access and edit information at any time, not only this, but also many advantages enjoyed by electronic archiving and document management software, we will learn about it in the rest of the article, read on.
What is the electronic archiving and document management program?
Electronic archiving and document management software is a digital warehouse management tool that allows you to create and manage digital documents. The tool includes a systematic and structured set of digital content in digital format. This collection can include text documents, photos, audio recordings, video files, document sets, etc., using an archiving software that provides intelligent information management a lot of work.
How does the electronic archiving and document management program work?
Electronic archiving is created through various digital tools, such as text processors, spreadsheets and specialized programs, in particular the electronic archiving and document management program, Data can also be captured electronically through scans or digitization electronic records are stored in digital warehouses through the best electronic archiving software, Which can be local or cloud, these repositories are organized through file structures, metadata or database systems, facilitating effective retrieval.
Authorized users can also access electronic records through the electronic archiving and document management software using authentication credentials, where retrieval is done quickly and can be achieved through search functions, allowing users to locate specific records based on keywords, dates or other criteria.
Electronic archiving and document management software allows editing and updating of electronic records and adding explanatory comments to them without compromising the integrity of the original document. The collaboration tools provided by the program allow multiple users to work on the same document simultaneously, thereby enhancing effective teamwork.
Features of Electronic Archiving and Document Management Program
File archiving companies need a solution that frees them from worrying about any user with the latest version of documents, manually retaining local backups, and of course you will find the solution only in adopting electronic archiving and document management software, for its advantages, including:
1. Secure storage and archiving of documents
Through e-archiving and document management software, information can be found more quickly and easily by searching only one archive for multiple use cases compared to different sources, as it is a tool in an approved system for example (The e-archiving and document management software from Fekrait software) removes and stops the likelihood of losing information and distributing confidential and legally binding documents to the company. Due to all security filters required to prevent any physical or digital manipulation of the documents it manages, the e-archiving and document management software also reduces the risk of information theft.
The use of electronic archiving and document management software enables the development of hierarchy to access based on user permissions, reading and editing restrictions, and user profiles - this helps to ensure regulatory compliance, as the use of the archive means adherence to the GDPR.
2. Saving time and space
Digital documents managed through electronic archiving and document management software are much less difficult to store, organize and retrieve from paper documents, reducing the time spent in maintaining proper organization and searching tanks for important pieces of information. This leaves employees with more time to do the work they can only do rather than spending it organizing files.
Removing physical documents also saves space, as huge shelves filled with file cabinet in your warehouse can be converted into digital format through electronic archiving system, Thus access them with a few mouse clicks on your computer At the same time, your company will use through electronic archiving and document management software less paper per day saving space per square meter as you will not need many physical documents or shelves.
3. Increased efficiency and reduced costs
One of the benefits of the electronic archiving and document management program is the ability to increase operational efficiency. Whether it is paper records or keeping or retrieving records, the file archiving program helps increase the efficiency of your workflow, and by automating tasks, this helps you improve efficiency as well as the productivity of the workflow.
Through the Electronic Archiving and Document Management Program, the processing, storage and retrieval of records can also be greatly improved when moving to electronic environments, especially since the management and archiving of paper documents is very labour intensive and expensive, due to the requirement to keep long records of regulated content in life sciences, while automated records retention policies through electronic archiving programs improve archiving processes.
4. Protection from disasters
Natural disasters such as fires and floods can destroy important paper tracks and even simple exposure to light or high levels of humidity can cause these records to deteriorate over time, Any loss of readability or access can disrupt daily productivity and the loss or destruction of records may jeopardize compliance, But with electronic records management through electronic archiving program and document management records can be stored in the cloud, and once they get there, these documents become completely isolated from catastrophic destruction.
5. Easy document retrieval
Document search and retrieval takes a very long time, while electronic archiving and document management software can be a powerful tool to save time, Where an electronic archiving program can help retrieve files by word or phrase in the document and that easier integration with business applications facilitates access to important information, E-Archiving and Document Management also provides access to documents remotely and as long as there is Internet access, documents can be accessed anywhere and at any time.
Conclusion:
You can consider using the electronic archiving and document management software, as an alternative to your paper archive, because it serves the same purpose of storing and protecting documents created in digital format. The basic requirements of the electronic archiving and document management program are to build and make available a single site to store and access all types of digital information.
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Reference
1. << Electronic document & records management system to manage records like money>>, openaccessgovernment
2. << The importance of document storage in today’s digital age>>, citizen
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