Until the advent of electronic filing systems and document technologies, metallic filing cabinets were an indispensible part of furnishings in offices, schools and other institutions. However, as businesses continue to switch over to safe, cost-effective and user-friendly electronic alternatives, these filing cabinets have been relegated to secondhand stores.

Unlike the case with paper documents that can be accessed only during work hours and its takes a considerable amount of time to search of the required document, electronic documents can be viewed anytime, from anywhere. This distribution of information is a great idea since it enables people with different backgrounds and experiences to collectively develop a new concept, contribute to the documented knowledge, or even make alterations that new knowledge demands.

The Life Cycle Of A Document

All kinds of information, data or documents are created to enhance and maintain different kinds of knowledge-intensive tasks, procedures or projects. These procedures of document technologies combine to create the life cycle of a document. The procedures are as follows:

• Capture an idea

• Identify its worth

• Acquire the knowledge

• Create concepts based on the idea

• Organize the idea into parts

• Select the most vital segments

• Link the idea to business procedures

• Evaluate its effectiveness

• Distribute, revise and refine the knowledge

• Allow access and retrieval

Benefits Of Electronic Documenting Solutions

When it comes to the question of the most hassle-free technique of storing files and documents, nothing comes even close to the efficiency of electronic document capture solutions. The benefits of this technique are numerous. Let us take a look at some of them:

• It enables valuable knowledge to be made quickly accessible throughout the organization.

• Since the web server stores all your information, it allows you to do away with those heavy filing cabinets and thus regain lots of space.

• Document technologies can reduce redundant tasks by cutting short the document life cycle.

• With all information available online, partners and employees can access documented data from almost anywhere in the world.

• Errors generally creep into manual data entries. However, there is no risk of such errors if you use good quality document technologies.

• No system offers the amount of protection for your data as electronic document solutions do. Unlike a physical barrier like a lock can be broken by anyone, but electronic protection involves heavy duty firewalls and password protection. Nobody can access your documents or confidential data without the login details of your account. Even if someone manages to steal your laptop, all your information will still be safe in the web server. On the other hand, storage cabinets offer poor protection since anyone can break into it and access important paperwork.

• If all your training modules and videos are stored online, it helps cut down the costs and time spent for training fresh employees. By simply studying the videos they can learn the intricacies of a particular process.

• Gaining access to paperwork stored off-site can be inconvenient and time-consuming. However, document technologies allow documents to be accessed on demand.

• Employees generally contribute new ideas and marketing strategies for their companies. After these employees leave the firm, this knowledge can be accessed by other employees and thus be used for future projects.

So as you can see, document technologies enable effective communication of messages and concepts between entities and individuals. Valuable information can thus be collaboratively handled, used to connect people and help create information networks.