Electronic Document Services

Last updated at: 28/03/2019 07:56 AM

Electronic Document Services

Electronic Document Services

The service can be said to be the techniques employed when collecting, recording and preserving data in a digital form in place of the traditional analog style. In any organization, there is always a need for a process to be in place to facilitate easy creation, filing, retrieving and sharing of valuable information in the course of its daily transactions. The use of paper to control the flow of information in an organization is no more prevalent as it is fast becoming an inefficient means. Having some documents, estimates and statements neglected or misplacing of files is detrimental to any business since the flow of information is the flow of money. Hence the primary challenge faced by many organizations is the problem of managing a voluminous amount of documents in the conventional analog way. Using services has however made these documents to be are easily collected, verified and stored in real time. The storage is done in a secured network system that can only be accessed by the person authorized or in charge of its room.Electronic Document Services


There are numerous Electronic Document Services available in the management of documents; the list is not limited to the following:

1. Electronic Storing

Physical attributes of documents are transformed, when using the electronic document services, into a digital format and it is stored in a system with large storage capability such as a large drive. Using this means helps to reduce the size of the documents a great deal when compared to its storage in the physical form. When people make use of the locker systems or filing of cabinets, there will be a need for maintenance and preservation practice of the physical document. However, electronic storing as one of the Electronic Document Services eliminates this unnecessary need. Just any regular person cannot have access to the report except given the authorization as the digital document is stored in a secured storage drive and network which must have been encrypted.


2. Electronic Tracking

Once the documents are stored, it is imperative to pile them up in a manner that is easily documented and easily retrievable. It helps facilitate ease of access and use by any authorized individual who wishes to retrieve a particular document that has similar features with some other document, such an individual would be able to enter in the factors for it, and the system will then return relevant documents that satisfy the needed criteria in a matter of seconds. When records are created, these processes are essential for customized searches during a particular period.Electronic Document Services


3. Validation services

With this service, there will be no questioning of the authenticity and integrity of the documents, since before any document gets stored, all details are checked and verified for its validity. Missing data or mistakes can be easily identified when this electronic document service is employed and appropriately corrected or sent to the respective system or authorized personnel for rectification. Hence the human error accompanying it can be significantly reduced by this system, and its overall efficiency gets increased.


4. Protection services

There is no point in managing documents if they are not going to be secure. The integrity of any data and document goes a long way in securing the trust of the clients of any organization. Adequate protection and standard security is needed in ensuring that the records stored are used as intended and not misused for other purposes. Proper safety and protection are achieved using electronic signature and envelopes available in the market recently. Although specific information is made available to the public, other information of high priority is restricted to authorized personnel.


5. Effective Data Capture

There is a provision for certain infrastructures that effectively capture information available in different formats such as paper documents, online forms, bar codes, emails, faxes, electronic signatures, and stores them all in a single size at a central server to increase organizational efficiency.


Some of the merits of electronic document services are :

• Ensures a systematic procedure of collection and accumulation of documents thus reducing the chances of any possible confusion.

• There is easy accessibility of data stored as it can be accessed from anywhere with an internet connection.

• The vast amount of data can be stored as it is in a digital format that consumes less memory space due to its small size.

• There is the provision of encryption for the security of all stored information to ensure that no unauthorized person will have access to it.

• Unauthorized personnel cannot have access to any of the electronic documents because only individuals having a high level of authorization can have access to these data and its relative information.


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