Dematerialization of documents: advantages and disadvantages

In business, dematerialization consists of a switch from paper documents to a directly editable digital format, and can go as far as a “paper zero” policy when the substitution is total. Once the documents have been digitized by using management software such as مراقبة الوثائق, it is necessary to put an electronic document management solution in place so that they can be stored and modified if necessary.

Its goal is increased efficiency through electronic document management using Document Control United Arab Emirates. While this solution has many advantages, there are still some obstacles to its massive application. All the advantages and disadvantages of this approach are explained below.

Advantages

One of the main advantages of dematerialization of documents is logistical using : the equivalent of about 23,000 pages per square meter that can be found on average in an archive room is thus contained, for example, 2 or 3 CDs. This space saving is a real opportunity for SMEs who often seek to optimize their premises.

Dematerialization also leads to better monitoring and better document traceability, especially for people working remotely using .

Generally, Electronic Document Management solutions increase the security of documents with a backup system that reduces the risk of accidental deletion.

The economic issue is also an undeniable advantage of the dematerialization of documents, particularly in terms of printing and employee productivity: it is estimated that an employee spends on average 15% of their time reading information, and 50% of its time to look for it among all the documents. Thus, a clear numerical classification makes it possible to limit a maximum the search time.

The disadvantages

Dematerialization sometimes has disadvantages for some companies, especially in terms of data security. It is therefore important to use an Electronic Filing System, which prohibits any modification or deletion of a scanned document.

In addition, the risk of losing digitized documents is also present, for example because of a malicious attack. We must therefore ensure the security of the company’s computer network.

Storage is another issue, as needs increase as the amount of data increases. Companies, therefore, need high-performance and scalable hardware, and turn to servers, which come with an additional cost, both for purchase and maintenance costs.

In any case, the transition to Electronic Document Management or the Electronic Filing System must be the subject of a reflection aimed at finding the best tool for the company and must be accompanied by an efficient transition.


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