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By Doyle Christensen
There are really numerous areas where automation can be beneficial for a business or any organization. Primarily, document automation can help the company in numerous ways such as reducing the paper use, thus making a small contribution to conservation of resources. It can also save workspace area in file keeping. Instead of using storage cabinets, an electronic retrieval system can be used that will not take a lot of space.
Pros
1. Cost Effective
Automation of the office operations will reduce the expenses of a business especially in record keeping and retrieval of paper work. There are numerous advantages in automating the document management system but the primary benefit is that the software is cost effective to use. For example, if the company needs to record documents, instead of getting storage cabinets and piles and piles of papers, all you need to purchase is a computer with sufficient memory and reliable document management software for easy storage and retrieval of files.
2. Use of computers
Another advantage of document automation is the use of computers. Instead of spending countless hours in creating a document using old typewriters, businesses today choose computers to easily create multiple copies of any type of document. If you would use a typewriter, you will find it really hard. Once you have errors you have to use a correction liquid, or worse you need to retype the entire document. So rather than suffering the hassles of using the old system, it is more cost effective to use an automatic system such as computers that are capable enough for document automation.
3. Affordable
Document automation is also less expensive. Instead of purchasing regular supply of paper, you just need to invest into a reliable set of computer with enough memory and reliable software for file keeping and access. With this, you can also enjoy faster document processing with high quality and devoid of errors.
4. Easy Storage and Visibility of Data
Document automation allows you to easily store and retrieve data. With this, the management and the analysis of the required information are easier and will help you a lot in making crucial decisions.
5. More Security
Every business is as strong as its security. If your sensitive documents are not protected, your operations can be at risk. If the creation, storage, and retrieval of these documents are not secured, then your operations are more susceptible to sabotage. An automated system makes certain that every crucial document is safe and accessible only to authorized personnel
Cons
Along with the numerous benefits comes the disadvantages of document automation for your office.
1. Training of employees
A usual disadvantage of using automated software is that you need to train your employees who have no background in using such modern system.
2. Dependent on electricity
Your documents cannot be accessed during power blackouts. However, this could be easily solved by getting a standby emergency power backup.
Bear in mind that documents are the backbone of business. They define and enclose every process of all transactions with your personnel, clients, and partners. Managing your documents efficiently resonates to managing your business effectively.
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Source:
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