Central Storage Document 

• Allows file access from regionally dispersed office groups
•  Access to all document and files across all devices and on the web
•  Central system can serve multiple locations
•  Enables access to documents 24 hours per day, 7 days per week
•  Facilitates end‐user requests by allowing much more self‐service than possible with paper file management
•  File sharing and collaboration

Data Synchronisation

•  Folders in two or more separate locations always contain identical up-to-date files
•  Same thing will automatically happen to a file in other locations if a file in one location is added, changed or deleted

Cost Containment

•  Substantial gains in efficiency reducing labour requirements and freeing up personnel
•  Save physical file storage space (when using an electronic based rather than paper based system)
•  Decrease in copying and printing
•  Reduction in courier expenses
•  Scalability: Expand without incurring undue expense

 Security Enhancement 

• Facilitates restricted access
•  Varying levels of user rights permit access without exposing information unnecessarily
•  Full audit trail of activity
•  Retainment of prior versions of documents
•  Electronic data encryption
•  Files are retained and cannot be lost or destroyed

Integrity Enhancement

• Digital images provide exact representation of original paper documents
•  Administrative controls restrict modification, deletion, importing or exporting of documents, reducing lost, misplaced, or damaged files
•  Simultaneous multi‐user access allows a single document to be used by multiple parties at once

Disaster Recovery

• Backup capabilities, unlike paper file storage
•  Backups can be stored off site or in a fireproof safe
•  Data redundancy for continuity of operations
•  System component redundancy for reliability
•  Full system redundancy (clustered architecture) for uninterrupted operations

Customer Satisfaction

•  Efficiency gains result in much more timely service
•  Files are readily accessible to the user from the desktop
•  Facilitates immediate attention to client requirements and requests
•  Files are securely accessible to multiple staff, branch offices, external agencies and remote locations
•  Document look‐up capabilities allow any assigned member attend to a task or requirement
•  Workflow and document routing allow for tracking and expedite work completion
•  Project and Strategic level reporting is made more readily available