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Why electronic directories are superior to paper filing systems

Having an electronic directory that mirrors any paper based filing system can simplify your organization’s records and make management of documents signficantly easier.  

A document management system will allow you to build an electronic centralized database of all your records, which facilitates easy instant access to documents that may contain historical quotes, orders, invoices or anything else in their original form that you may want to view for verification or information. 

Additionally, a document management system provides a transparent document trail to ease reporting and can be accessed by multiple users at the same time (removing the need for many paper copies).  As a result, this may reduce audit costs by allowing auditors to quickly locate all records associated with any item directly from a computer, rather than searching the paper files.  Extensive historical information can be stored within a centralized electronic directory, enabling the archiving of paper records and significant physical space saving.

With the space savings, fast simple access and the potential for cost savings, its clear that an electronic directory for document management is a superior choice to maintaining only a paper based filing system.

Posted on by rgreene

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