With digital technology,
businesses are not only getting a face-lift for
their offices, but they are also finding innovative
and productive ways to improve administration
and management operations.
The convergence of communications with computer
technology also brings about exciting new documents
ideal for the modern office environment.
Effectively implementing this "paperless"
office environment is not necessarily an expensive
venture for companies and organisations in relation
to its advantages. How an office is, or should
be, wired depends entirely on the nature of an
organisation's business.
It is inevitable that the concept of a digital
office will soon become a must as we usher in
the era of electronic commerce. Furthermore, with
the Indian government striving towards a digital
office environment through the electronic government
(EG) system, it is prudent for businesses and
other organisations to explore the possibility
of jumping onto the bandwagon.
Digital Filing and Archiving
Every document has its own importance in any office
operation or management. Hence, there is a need
to preserve such documents for longer periods
of time. The age-old practice of filing documents
away in folders is surely outdated by today's
standards.
Manual Filing
A manual filing system has far too many drawbacks:
• Undesirable amount of storage space
• Lack of confidentiality
• Money spent on filing supplies
• Increased probability of mismatched documents
• Difficulty in searching for or retrieving
documents
• Lost, damaged or misplaced documents
To replace the manual filing system and eliminate
these drawbacks altogether, ADEMAK has unveiled
an easy, user-friendly and affordable document
management system called Easy E-Office (E²
Project).
E² Project helps improve the flow of work
for people in office environments by providing
them with a digital workspace that increases their
access to information, their productivity and
their creativity.
Easy E-Office
This latest technological solution promises to
change the current complications of a manual filing
system into a streamlined and automatic process.
With Easy E-Office, all documents can be completed,
delivered, stored and retrieved through an effortless
automated process. This means that paper files
and folders overflowing in cramped cabinets or
on shelves can be efficiently converted into digital
files for electronic archiving and filing. This
results in documents being processed and retrieved
quickly without the usual paper trail. The best
part is that Easy E-Office allows the means to
store just about everything - from spreadsheets,
letters and invoices to E-sized drawings, photographs
and digital photographs - without the worry of
adequate storage space.
The impact of changing over to Easy E-Office is
remarkable. This cost-effective document management
solution greatly reduces administrative overhead
and enables faster and easier distribution of
documents within the office.
Not only that, by streamlining its internal procedures,
an organisation is able to respond more quickly
to users and customers, and to positively resolve
issues both internally and externally. Undoubtedly,
all these advantages contribute to staff productivity
and business growth of the organisation. The picture
below shows high-level principles around scanning
and storing documents in CM/MIS:
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