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Faizan
Managing a large number of documents can be a tedious process. However, with an electronic document management process and services, these documents are easily collected, verified and stored easily. However, there are certain advantages and disadvantages to this process and service which we will mention in the article below.
Merits:
• With an Electronic Document Management Process and services in place, documents are collected and accumulated in systematic procedure thus reducing the chances of any possible confusion.
• The data is stored in such a manner that it can be easily accessed. Certain set of documents can also be accessed which have the same variants common, example: people of a certain age group or individuals having the same last name.
• This data is stored in a large network or storage drive in a digital format that consumes far less space as compared to its physical counterpart. Thus, a vast amount of document data can be stored easily.
• As per this service and process, all the information from these papers are stored in a secured storage with encryption. If it has to be accessed remotely through a connecting network, the service and process ensure that no unauthorized person will have access to it.
• Only certain individuals have high level authorization can have access to these data and its relative information. When these individuals search for particular information, they will need to log into the system with their special and unique id and password that records the transaction in the system. The encrypted data will need to be decrypted before it can be accessed completely.
Demerits:
• If the documents or data is mislabeled before it is stored, there is a high possibility that the particular file will be recorded but will be lost within the system itself. Accessing this file will be very difficult.
• Such data storages need an up to date system and regular maintenance. Investing in such a storage system cannot only be affordable, but the year on year maintenance services will be expensive.
• This system uses the latest technology and updates to run. Any delay in regular updating can lead to a system failure or possible access from an outside source. When this occurs, any individual can have unsecured access to sensitive data like medical files or incriminating information or can even manipulate the stored data.
• The various stages of an electronic document management process and service will use a complex system to perform and function and will require specially trained individuals to use it. These training programs can last for several months or years in accordance with the system updates. Also, this training can be finance consuming.
Merits:
• With an Electronic Document Management Process and services in place, documents are collected and accumulated in systematic procedure thus reducing the chances of any possible confusion.
• The data is stored in such a manner that it can be easily accessed. Certain set of documents can also be accessed which have the same variants common, example: people of a certain age group or individuals having the same last name.
• This data is stored in a large network or storage drive in a digital format that consumes far less space as compared to its physical counterpart. Thus, a vast amount of document data can be stored easily.
• As per this service and process, all the information from these papers are stored in a secured storage with encryption. If it has to be accessed remotely through a connecting network, the service and process ensure that no unauthorized person will have access to it.
• Only certain individuals have high level authorization can have access to these data and its relative information. When these individuals search for particular information, they will need to log into the system with their special and unique id and password that records the transaction in the system. The encrypted data will need to be decrypted before it can be accessed completely.
Demerits:
• If the documents or data is mislabeled before it is stored, there is a high possibility that the particular file will be recorded but will be lost within the system itself. Accessing this file will be very difficult.
• Such data storages need an up to date system and regular maintenance. Investing in such a storage system cannot only be affordable, but the year on year maintenance services will be expensive.
• This system uses the latest technology and updates to run. Any delay in regular updating can lead to a system failure or possible access from an outside source. When this occurs, any individual can have unsecured access to sensitive data like medical files or incriminating information or can even manipulate the stored data.
• The various stages of an electronic document management process and service will use a complex system to perform and function and will require specially trained individuals to use it. These training programs can last for several months or years in accordance with the system updates. Also, this training can be finance consuming.
Posted in: business
