Document Management - Taking Control of Your Companies Documents With Electronic Archiving

Archiving:There is no need any more, to archive your hardcopy documents in boxes. Electronic archiving is the here. Hardcopy versus Electronic: Hardcopy documents if destroyed by, fire, or water, or lost due to misfiling are gone for ever. Electronic filing is available at the touch of a button, with good archiving systems Cloud Based or Local Servers: Some modern systems allow businesses to scan their hardcopy documents to a cloud based server and automatically index these when scanning them, so that they can be easily retrieved online, from any location and then either, resend by fax, email or MMS or print the documents. Indexing: Scanning a hardcopy document to PDF is easy enough, however, the best archiving scanning systems, have the ability to automatically index documents, so that there is no need to manually label the document. This speeds up the archiving process, enables users to locate any document in an instant and creates order in a business. Destruction of Hardcopies :The decision as to what to do with the hardcopy document that has been electronically archived after it is saved to the cloud based server, is normally a business decision. In most countries around the world, the ruling legislation states that 'the best copy available' is adequate for audit, tax and legal requirements. Legal Issues: In many instances businesses now destroy their hardcopies to save space and to reduce costs. Electronically saved documents, on the right server using the right archiving systems ensure security and searchability are optimised and are better than manually archiving documents. Backup: One good reason why businesses are opting to electronically archive their records is that electronic archives can be duplicated to ensure that no document is ever lost. It is possible to duplicate hardcopies of business documents but it is very costly to store duplicated documents, in different storage locations and is seldom done. Some crucial elements of a good archiving system are: Automatic Indexing: It is crucial to have an automatic indexing facility when you have thousands of documents to archive, if businesses wish to save costs and ensure accuracy. Ensure that the service provider you use, offers this on their system. Accessability: In the modern world your business needs to be able to locate documents from various locations, with as little fuss as possible. Make sure your system is web-based, so that all you need is a secure internet connection and then authorised staff can retrieve the relevant documents. Licencing : Many systems want you to pay for each user of the system, plus pay for the software and software upgrades. However, advanced systems only require a 'transaction' fee payment offering, which in most instances is far cheaper. Transaction based fees are far better, as this allows you to grow or contract at the same rate as your business.Why pay for what you do not use. Pay only for what you use. Credibility: Records are the life source of all businesses. Ensure that you use a archiving system and archiving company that has the technology and reputation that will ensure safekeeping of your critical documents, for many years into the future.

Document Master is a specialist at converting raw data (electronic documents) and hardcopy documents / company records to a secure, searchable online electronic format and also specialises in bulk electronic document distribution of encrypted (secure) PDF documents, like statements, invoices, delivery notes (PoD's), payslips, contracts and any other bulk documentation. Document Master is based in South Africa but its records management system can be used in any country of the world, as long as there is an internet connection. There are no user fees, no contracts to sign, no software costs. All the user pays for is a once-off transaction fee for each document loaded to the system. For the once off transaction fee, documents are stored for 7 years and users have unlimited access and the capacity to send documents at any time to any destination.