EDMS Systems | Document Management SA | South Africa
The Pros and Cons of EDMS Systems
There are many extremely good reasons for employing EDMS systems. The time alone that can be saved as compared to the alternative of battling to operate with a traditional, paper-based filing system is invaluable and can amount to many hours in an average working day.
Instead of allocating the responsibility for maintaining a filing system to an individual, each staff member that is involved in the creation or receipt of written information is empowered by such a system to handle all matters involving the storage and retrieval of information without the need to leave his or her desk. This also results in substantial amounts of both time and money saved.
While typed and printed documents may be scanned and converted to a selection of readily stored PC file formats, at very high speeds where the volume is sufficient to warrant it, those created on a PC with word processing or email software may be stored directly to the system. In fact, for even greater convenience and efficiency, most such systems may even be set to perform this function automatically.
Electronic document management systems employ software with a wide range of useful functions that enable them not merely to store data economically and logically but that also allow users to perform very sophisticated searches involving keywords, cross references and a variety of metadata to retrieve huge volumes of information in a matter of seconds.
The smart software, of which PaperTrail is one of the best examples available in South Africa, also offers some very advanced security measures that allows a designated system administrator to define precisely who may and may not access any given document while keeping a record of each time it is accessed, by whom it was accessed and what changes, if any, may have been made to it. Equally adept at controlling workflow and producing customised audit reports as required, PaperTrail very comprehensive.
As far as the cons of EDMS Systems are concerned, apart from making the company’s collection of filing cabinets completely redundant, it’s quite clear that there aren’t any.
Contact Details
Contact Person: Pienaar Jordaan
Tel: 082 551 2190
Office Fax: 086 601 0846
Email: salesinfo@calamos.co.za
Website Address
http://www.documentmanagement-sa.co.za
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