Digital Document Management
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