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In this period in which we are witnessing an exponential growth in smart working we often ask ourselves what are the tools to do it effectively.
Many company have been caught unprepared by this new scenario.
Certainly remote work would be much easier if our company had an electronic document storage, management and sharing system.
That’s why smart working and online document management are two closely related words.
Let’s see together what is meant by online document management, what its advantages are and how to implement an effective one.
In general terms we can describe an online document management system as a set of technologies that allows a company to manage its documents in digital format.
These documents, that can be of different types, such as papers, microfilms, images, sounds, spreadsheets, text files, etc., are transformed into digital formats through a specific process.
A good electronic document management project brings significant benefits to the company and every department benefits from it.
The main advantages of an online document management project can be summarized as follows:
In order to implement an effective and efficient online document management system there are specific steps to follow.
Let’s analyze them togheter.
This is the first step towards the implementation of an electronic document management system. In this preliminary phase the administrative and operational needs of the company are presented.
In fact the new digital process to be implemented must be designed and customized to effectively meet the specific needs that are presented in this phase.
Once the criteria that must be met by the digitalization process are planned and defined, the relevant documents must be prepared following a specific routine:
It is the process of converting a paper file into a file in digital format, already with the definition of its parameters and all the established settings.
It is the procedure for directing the digitized file to a specific filing field, establishing the identity of each digital file, assigning descriptors and keywords in order to search and manage the digitized documents.
Applying the OCR (Optical Character Recognition) the archiving and searching of documents become more fluid and effective, bringing productivity to the process.
It is necessary to create standards and criteria for the various procedures, for examples:
After implementing the whole documents management process, in order to have and efficient and effective digitization process, the files should be archived on special servers, with a certified quality system, available 24 hours a day, 7 days a week, allowing the use of different resources such as:
We have seen how online document management can improve performance and organization in a safe environment.
Summarizing if implemented by professionals it can bring different advantages:
and last but not least
If you feel you are ready to change your way of working with an online document management system, find out how we can help you
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