Various Types of Electronic Archives
Electronic Archive for SMEs
The primary tasks for SMEs are reducing current expenses and optimizing the speed of operations. Being able to quickly react to market needs and do so with minimal expenses is always crucial. It’s a well-known formula for any successful businessman.
How can an electronic documentation archive help SMEs increase their effectiveness and competitiveness? Electronic archiving software on its own cannot determine business success, but it is definitely a powerful tool for increasing profit and decreasing expenses because:
- It organizes the storage of information so that it is easily found, commonly accessible and securely stored.
- With no need to keep piles of physical documents, you also save office space and free up time once wasted searching for the right document in heaps of paper.
- You can perform a number of useful actions with your documents: search, add attributes and watermarks, send e-mails with client names inside (like newsletters), publish to websites, set levels of access for different types of documents, create sets of documents for various purposes, etc. The set of actions is restricted only by your imagination and the needs of your business.
Examples of electronic archiving system:
- Operations and reports archive
- Archive of client history files
- Business correspondence archive
- Contracts archive
- Employee files archive
- Archive of regulatory and reference documents
Results and Advantages of Electronic Document Archiving Implementation
Quickly Find the Documents You Need
If your company has been in business for several years, then you should already have a large archive of electronic documents. And you already know from your own experience how much time it sometimes takes to find the right document. Electronic archiving implementation allows you to reduce search time by a factor of 20–30.
Ensure Complete, Current Information
Are you sure that you really have all the originals of your financial documents, for example? During tax inspections, the company might be fined if even one document is missing. An electronic archiving system allows you to ensure that you have a full set of documentation and to quickly take action in the event that a document is missing, before you get audited.
Interaction with Regulatory Authorities
Unfortunately, we still have a lot of inspections. And every inspection requires its own set of documents, which represents a massive amount of work and is a huge distracting for your specialists. It is also important to track which packages were given to whom, when they were delivered, and when they returned. Keeping a copy of each package is not a reasonable solution, since you’ll quickly wind up with a lot of them. An archive of electronic documentation allows you to save a package of documents and copy them in a timely manner when called upon by regulatory authorities.
Documented Supplies, Purchases and Sales
Whether you buy raw materials or sell ready products, you still need your own package of documents for every deal. Be they documents for passing through customs or documenting for your products, you will still have to print/copy them every time. And what will you do if you need one document for several document packages?
The solution is having electronic versions of the documents that you can print any time. It also works well when interacting with regulatory authorities – you can quickly create and save the required document packages for documenting purchases/sales. More than that, work becomes faster and more efficient if different departments (including remote ones) work with the same set of documents.
Do you have representative offices, branches or departments in different regions of the country? In such a situation, it is important to consolidate all documentation (especially financial) in order to monitor the state of affairs and react to emergent situations. On the other hand, it is important that employees at other locations have access to the documents that they need to do their jobs. Having a paper archive in each department is a bad option. Working remotely with a central archive will allow you to shore up the data supporting your enterprise.
You are a dynamic company, you issue a lot of invoices to your clients and you want to track statistics both in general and for each client. An electronic archiving system can store documents for each client and you can always find the data you need in order to evaluate the dynamics of your sales and relations with clients.
Information is one of the key assets for business. It is important to ensure its security and confidentiality:
- Protect data from purposeful or accidental deletion
- Prevent unauthorized access to information, both internally and externally
Our solutions have a whole set of tools for protecting your information from any unwanted events.
Electronic documentation archives also open up many other possibilities. When developing an electronic archive for your company, we will take your specific needs into account and develop a solution specifically for your tasks.
Thinking about such a solution?
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