05 Dec Reasons to implement our e-Archiving solution
We waste lots of time searching for documents.
Do you have an estimate of how much time is wasted in retrieving your documents? Professionals spend up to two hours a day retrieving the files. When many documents are needed, it’s easy to get overloaded. Reducing the time wasted searching for documents is one of the main reasons many offices require the deployment of our E-Archiving solutions.
Our documents keep getting lost or misfiled.
Few things in an office environment can get as frustrating as knowing exactly where a document is supposed to be filed, and discovering that it’s missing. Of course no one ever recalls having seen it, or knows where it is, and so hunting for that document can get exasperating. Because nobody ever removes a file when they look at a document stored in an imaging system, a document imaging and management system is an ideal central repository for your records. Even if 50 people a day need to refer to a document, they can all view the pages simultaneously, without having to worry about loss or damage to the document.
Having trouble managing all your documents.
Many people don’t realize the amount of effort that goes into managing a large records repository. In addition to the careful attention to detail required to making sure that documents are categorized and filed correctly, a lot of time and legwork goes into tracking down files, moving storage boxes, making photocopies and destroying documents whose retention period has expired. With huge amounts of documents and a limited staff, it’s easy to get overburdened. Document imaging and management systems help alleviate this burden by allowing many of these tasks to be done easily and quickly while sitting at the computer. For example, with a collaboration suite and our document management system, records can be found and copies can be printed with the click of a button.
Shortage of storage space!
As more paper documents are filed away, additional shelf space or filing cabinets are needed. Eventually, storage space starts running low. Documents can be destroyed or moved off-site, but determining which documents won’t be needed again is a difficult task.
Document imaging systems help to solve storage space problems. With the ability to store millions of pages on a single computer server, very little storage space is required. For example, a single CD can hold roughly 10,000 pages; the same as a 4 drawer filing cabinet!
Once the paper copies of a document are scanned, they can either be thrown away or moved safely to an off-site warehouse. If a copy of a document is needed, it can be printed or faxed from the imaging system with the click of a button.
Our records aren’t safe if disaster strikes.
Disaster preparedness involves the ability to recover from incidents such as fires, floods, earthquakes or hurricanes. The vital records that comprise the information, knowledge and lifeblood of an organization need to be kept secure. Often, the best way to be prepared is to keep duplicates of your records stored securely in an off-site location.
Tsaboin e-Archiving solution makes it easy to store duplicates in a safe location. You can transfer your document to a storage device, along with the relevant index data: and can be easily placed in a safe or mailed to off-site storage. That way, even if the entire computer system is destroyed, your database can be rebuilt from scratch from just the external storage.
Documents aren’t readily available in the office.
You may be familiar with people who decide that it’s “too much trouble” to find the documents they need and who then procrastinate or don’t do important projects. A document management system that’s available to authorized personnel’s’ computer and is easy to use can remove that obstacle to getting documents.
A lot of work has been put into the e-Archiving to make sure that it is practical and useable. We know that if an imaging system is a chore to use, people won’t use it nor recommend it.
We offer a system that is intuitive in design and fast over a network to make sure that whenever anyone needs a document, they can have it in seconds.
I need to take my documents on the road.
When taking paper documents on the road, the weight and bulk of the files quickly adds up. And, no one in the office will be able to refer to the documents while they are out of the office. With our e-Archiving solution, users can access their documents from anywhere via their unique secure network. And everyone in the office can still access the documents.
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