What seemed to be a distant dream is now reality. The adoption of electronic records management systems is making the goal of a paperless office reality. People are slowly doing away with file rooms and embracing electronic records. The days of storing or filing stacks of paper documents or records are slowly. In This form of record keeping, digital copies of documents are made using scanners. The scanned copies are then attached to specific accounts and files by coding them. A user in need of the records simply uses an optical character reader (OCR) to view the content. The following are key benefits of electronic document management system: Records management dublin based services are available through many local providers, see below for some recomendations.
Quick Access – For customers to access their documents
Scanning and coding the file is a relatively simple process. Once stored in the system any authorised person can easily access the record. In fact, the same copy can be viewed by different people from various locations at the same time. This is unlike the traditional way of record keeping where a person had to go to the physical location. In addition, only one person would view the file at any given point. Retrieving the file was also a lengthy and tedious process especially if there were many records. Electronic documents can be accessed easily from any point. Transferring and sharing the file is also straightforward.
Searchable Format for Document Storage
The record is scanned using search-friendly text. The scanned copy is also stored in a format that is easily readable and is compatible with most systems. When searching for the file the OCR first analyses the text then creates a digital version of the same. In the conventional way of accessing information a user had to peruse through an entire file to find a certain section. However, in electronic records management, a user only searches for the relevant part or text digitally by typing the keyword. Furthermore, a client may use various sections of the file to create a database that can be used in management, marketing, auditing, and more.
More Secure Records Management
Digital document management system has greatly improved file security. The risk of unauthorized people accessing the file or unscrupulous people stealing the physical file has been done away with. Days of missing or misplaced files are long gone. Electronic or digital files are coded and encrypted to protect the content. Only authorised people can view the files and they do so by using passwords and verifying their authentication. It is easy to track the people who accessed the files and also know the content they viewed through a tracking and logging system. Unlike physical files, digital records can’t be destroyed through sabotage, fires, floods, or other natural calamities. It has become easy to store the files in mediums such as The Cloud.
Some Local providers of Archival services:
1. Oasis Group . www.oasisgroup.com
The advantages listed above show why it is important for any business to adopt electronic or digital filing systems. The system has simplified the process of storing and accessing records; it has reduced the time spent searching for records, lowered the cost of storing and retrieving files, and also improved security of the files. With the right electronic records management sytem, a business will not only save time, cost, and effort, but will also have peace-of-mind knowing the contents or files are safe and secure.
More information on information governance is here, check out the wiki
also, check out this https://en.wikipedia.org/wiki/Industrial_computed_tomography