The transition from paper to electronic document management

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The transition from paper to electronic document management

Despite of the fact that a paper record keeping is already far in the past, the modern companies solve the problem of efficiency of electronic document management in keeping a low cost of productivity of the user who is not very computer literate. A complex system for handling electronic documents (EMS) bb workspace was created to solve such problems. It is ideal for a user who has only the initial skills of work with a PC.

Thanks to the user-friendly interface, the users can instantly solve their tasks. Thus, it is difficult to imagine a system which would have the more advanced elements of the office automation and document management. There is no doubt that the system of administration of qualified bb workspace represents a new generation of office, which allows to solve both complex and functional straight-through workflow automation (bb docflow).

EMS also has extensive bb workspace features a balanced joint work of employees (bb staff), relationship management with partners (bb crm) and mechanisms of the budget (bb budget). The use of productive administration bb workspace helps to enjoy the convenience of work, thanks to adapted for an intuitive understanding of human interface, where the time spent on each activity to a minimum, thus achieving maximum efficiency.

EMS bb workspace includes a basic version of Corporate Business. Its peculiarity is that working with a document organized on the principle of complexity through automation. The publication is aimed at working with documents, budgets and clients in business structures.

The next edition of the Bank Business, which is used in banks for the complex through automation while working with documents, budgeting, and customers, and also has patterns of internal documents from banks operating base.

Finally, a specialized publication Government Service, which focuses on state and local government agencies, and allows much easier to work with citizens.

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Advantages of the integrated bb workspace system

Seamless integration with Microsoft Office package

Seamless integration with Microsoft Office package, in the form, as it's done in bb workspace, becoming a model for competing products.

SMS-notifications

Notification center bb notice with flexible notifications and reminders set up via email and SMS is included in standard package of SED.

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The advantages of system of electronic document flow

It's been a long time we talk about the necessity to implement the system of electronic document flow, but what are the real advantages of it?

Advantage of SED #1: Improvement of company's performance

You will spend less time working with the documents using SED comparing with traditional paper document management. Access to any document can be obtained from any PC of the company where the system is installed.

Advantage of SED #2: Instant access to required information

The ability to quickly and easily find the latest version of the document helps a lot in work with documents. Thus, even if the same document exists in several versions you can find the last one and work with it.

Advantage of SED #3: Reduce of errors, such as 'human factor'

Proper organization of electronic document flow allows to reduce 'human factor' errors. Using paper docuemnt flow it can take hours to find lost document, while SED can do this task in few seconds.

Advantage of SED #4: Reduction of material cost

Electronic management systems allow to reduce costs. First of all the effectiveness of the staff increases thanks to the automation of the process, secondly, the cost of consumable also reduces.

Advantage of SED #5: Improvement of the interaction and communication

One of the key advantages of electronic system is the dramatical improvement of interaction and communication between departments. It helps to improve communication and breaks barriers between departments.

Advantage of SED #6: Team work with the documents

The automation of the process allows several employees to work with the same file and to search the united database.

Advantage of SED #7: Reduce the need of additional staff

The increase of production while using electronic document flow system doesn't demand the increase in staff.

Advantage #8: Reduce the cost of archiving

Russian Federation law states the retention period of 5 years for the documents. SED allows to reduce cost of archiving

Advantage #10: Protection of documents against damage

The use of SED reduces the risks of damage from fire or other force major. Unfortunately, we can't completely get rid of paper documents, because as per Russian Federation law the legal from of the document is still the paper one, but it allows to significantly decrease the paper ones.

Advantage #11: Non-material benefits of the organization

Non-material benefits are not very visible. For example, we can name better perception of the document or increase in employee's discipline.

Advantage #12: Increase of corporate moral

One of rather unexpected advantages is the increase of corporate moral. Every employee starts to feel himself as a part of the team, understanding goals and perspectives.

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