'Creeping revolution' in the system of paper record keeping to EMS
Familiar situation: an office full of shelves with stack of papers, different folders, a lot of employees and they are busy keeping records and document flow.
For years all record keeping in Russia was a paperwork. With the development of new era of IT technologies some elictronic programs start to appear which allow to automate to a certain level the manual paperwork. Time of combined papaerwork and electronic programs started. The process was launched; the commercial companies started to use electronic document management. Untill now the use of these programs was limited to automation of preparation, approval, execution of the document, in fact, in the very begining of document life cycle. With the development of a new product bb workspace in EMS the life cycle of a document became fully automated.
Many skilled professionals of the old school can exclaim: why should we use the system of electronic document management if we alreadyhave relaible paper record keeping system, it saved the documents, everything is files in folders and we don't need to educate our personel. On one hand they could be right, but just imagine how much time it takes to write a document by hand, search of a client, registry and distribution of documents, all the work that staff does with paper record keeoing. And during the reporting period? How much time it takes to prepare documentation and report following a set standard? The use of EMS allows to significantly reduce time and financial costs. With the use of EMS the following tasks are now much easier to perform:
timely processing of all required documents
quality control on all stages of the document flow
tracking the location of the document in any stage
control over task performance
In addition, the execution of some tasks requering employees attention now is automated:
sending documents and notifications
control over the documents
communication between the employees within the organization and with the partners
Conclusion: The use of bb workspace which combines the traditional paperwrok with electronic document management is capable to put any company on a new level of organization and systematization of internal activities, which in its turn, leads to increase profit. This is the goal of every manager, isn't it?