Electronic File Management

Optimise paper-based processes in an electronic file system with digital files

What is electronic file management?

Electronic file management, or electronic document management, is the practice of importing, storing and managing documents and images as computer files. It includes the scanning and capturing of data from paper-based documents, digitising files and allowing for the disposal of hard copies. 

Essentially, electronic document management allows you to create an electronic file system that takes the place of physical file cabinets. Think important files and data that are organised, backed up and retrievable — in ways that are significantly more cost-effective and organised in comparison to physical documents. 

Why upgrade to electronic file management?

Paper-based system pain points that are eliminated or minimised with an electronic file management system include: 

Error-prone data entry and poor productivity 

A business is only as productive as the employees that comprise it. But managing paper documents with heavily manual processes opens organisations to document disarray, data entry errors, decreased employee satisfaction and lower productivity.  

With proper electronic file management in place, employees experience less frustration from switching back and forth between systems, chasing paper or having to correct document inaccuracies repeatedly. Instead, an accessible, user-friendly platform hands employees the information they need, faster.  

High paper storage costs

In place of filing cabinets, employees have access to crucial information in a digital format. That’s why organisations that implement a document management system can witness a significant reduction of hard costs that come with handling physical paperwork. 

Disaster recovery and other security issues

Paper documents are constantly at risk of loss due to fire, water or other physical forms of damage.  

An electronic filing system minimises the risk of disaster to sensitive customer or organisational data through cloud backups. Choosing a cloud solution that employs stringent and industry-specific compliance also means businesses have peace of mind with the knowledge their information is stored securely 24/7.  

Benefits of an electronic file management system

When your organisation chooses the right electronic file management solution, it replaces outdated paper-based tasks that consume valuable manpower with an efficient and automated process that allows you to save time, reduce costs and prepare for the future. 

By moving from manual, paper-based processes to an electronic file system, organisations can craft a single source of truth for their information organisation. These benefits come in the form of: 

Maximising cost efficiency and ROI

Save space and resources otherwise needed for organising, filing and storing papers, such as:  

  • Renting off-site storage solutions 
  • Purchasing binders, cabinets, etc.  
  • Printing paper
  • Manually delivering paper documents to employees across locations 

Improving customer satisfaction

Document management reduces wait times by sharing information with customers, vendors and other stakeholders with greater speed and efficiency. Technology like automation and electronic signatures directly improves business processes, fostering greater customer experiences all around.  

Optimising productivity and minimising human errors 

Electronic file management solutions minimise errors likely to follow manual data entry and the filing of paper documents. These include inefficiencies like lost documents during transit and ad-hoc data sharing that stems from employees navigating too many systems. 

Best practices in electronic file management

To keep file management confusion to a minimum, practice these guidelines:  

  • Standardise how you name your files  
  • Create folders and subfolders that follow an understandable hierarchy 
  • Populate your documents with relevant and accurate metadata for easier, faster file searches 
  • Backup all your data with cloud storage or on a hard drive 
  • Practice regular housekeeping to avoid information clutter 

 

Do even more with the OnBase enterprise information management platform 

An enterprise information management (EIM) platform such as OnBase allows organisations to optimise the management of content and processes to better support decision-making and day-to-day operations. This includes electronic file management capabilities that improve accessibility to information by: 

  • Capturing and storing all relevant documents 
  • Making information searchable 
  • Making information accessible from one central platform 
  • Enabling multiple users to access the same, up-to-date information simultaneously 
  • Enabling versioning control 
  • Providing e-signature functionality 

Learn more about OnBase and the benefits of an enterprise information management platform.