Friday, February 15, 2013

Managing Electronic Files

Businesses that work in sectors like education, the financial sector, consultancies and insurance firms organize their documents in filing systems. A file isn’t much more than a collection of documents which are based on one common topic. Frequently, these particular files are associated with certain bureaucratic processes which have to be carried out in the same repetitive way.

As you’ll see, files have their own particularities; and these particularities can generate specific organizational problems for those businesses that do generate files. Let’s take a look at some examples.

  • Managing files usually means working with a large volume of documents. Problems arising from working with large volumes of documents can increase exponentially if those documents come in a paper-based format.
  • Any process which gets a file number assigned to it is made up of interlocking tasks. Any error that is committed during the execution of one of those tasks will result in a process with unsatisfactory results.
There’s no doubt that businesses that work like this are more than aware that they need the help of a document management system, and many of these businesses have already started working with such a system. This is where the next problem comes from: “Not all document management systems have been designed for the management of bureaucratic tasks.
This naturally means that businesses (and the outside experts they work with) have to cobble together all kinds of shortcuts to adapt their document management systems to the logical structure of bureaucratic tasks. All of these shortcuts add up to a lot of effort being wasted on useless work, and losing all of the power that a task or file management  could offer companies like this.

Our Athento e-Government can help businesses become more efficient as they’re managing bureaucratic tasks. Business don’t have to worry about finding the best way to adapt to the way the system is managed, since we provide them with a platform that helps them to: 

  • Have the structure of the file that is adapted to their needs, and which can manage various types of files;
  • Access their files through a web-based platform that is adapted to their corporate image;
  • Navigate the system on various levels. In the physical way that files have been stored, it is possible to see all of the documents that are in the system at a given moment, or to navigate documents according to the categories that they’re stored in (such as contracts, statements or insurance policies.)
  • Use the document management system to search for document(s) that are contained within the contents of a file that has been stored in the document management system
  • Define work flows that are associated with files and bureaucratic tasks: You can specify the tasks that make up a process that has various files active in it, as long as the process or bureaucratic task is always carried out in the same manner. Team members will be notified of tasks that have yet to be completed and can un-do tasks that have already been performed.
  • Maintain control of files through change histories.
  • Easily and quickly store new documents, since the system is able to suggest new storage locations. This is very useful when you’ve got complex file content structures and a significant volume of documentation.
  • Digitalize documents directly from the platform without needing to access the scanner application.
  • Upload documents to the document management system via e-mail. You only need to input the file number that the document belongs to and send it directly to the document manager.

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