As technology evolved the paper documents also evolved to e-documents, in the near future all the paper documents will be replaced by digitized documents. Paper documents are clumsy to handle and they are at high risk of getting destroyed, if so it would destroy the effective working of an organization. Documenting your paper records would help in managing your important documents effectively with fewer resources. Document management has several advantages like saving storage space and managing documents effectively.
By using document management, we could completely get rid of paper documents and the mess caused by them. Paper documents could get destroyed easily, so all the valuable and important data could get destroyed and it could affect the proper functionality of an organization. Document management is done to convert your paper documents to digital documents, this would help you in saving lot of storage space and it would also minimize the chances of your documents getting destroyed in fire or any such disasters.
Documenting your records helps in saving your storage space, paper documents would use up almost three quarter of your storage space. This storage space can be used for other useful purposes, and also helps in minimizing your efforts in finding documents from thickly stacked cupboards, if e-paper is used instead of paper documents then you don’t have to waste time for finding any documents from those filled cupboards, they can be searched and can be accessed easily.
Resources utilized for managing paper documents are very high when compared with those used for managing and handling digitized documents, for e-documents only some resources are required that too at the time of conversion of these documents and after that only fewer resources are required. Digitized documents require less human resources as they can be accessed easily and effortlessly by using computers.
These digitized documents are easy to handle and they can be accessed easily and effortlessly. They can be easily accessed and can be easily shared between other clients. These documents can be sent between the clients and the outsourcing providers easily and they can easily send from one computer to computer for any purposes.
Security is an important thing for documents, as paper documents are not at all secure they can be easily stolen, but in case of e-documents they are protected with highly secure firewalls and their access may be restricted to authorized personnel, only those have permission could handle them, but paper documents can be stolen from the storage easily since they are not protected by any firewalls or other security mechanisms.
These are some of the advantages of document management, there are several other advantages too for document management like immediate access of documents, easily editable, faster search even with only one keyword. Document management increase your business functionality and productivity, you do not have to depend on paper documents to access your data, they can stored in virtual databases or servers and can be accessed from anywhere around the globe unlike paper documents.