While moving in the lightning-fast digital world, the paper-based traditional system is in a phase of digital transition with aims such as efficiency, cost saving, and good collaboration. FileGenix is the very innovative document management system that eases document storage, management, and sharing from a single platform.
What’s Wrong with Traditional Document Management?
1. Accessibility:
This can create an issue in sharing and collaborating with dispersed or remote teams if accessing a paper document can be done only physically. The effect, in turn, may lead to lower productivity and efficiency.
2. Storage and Space Issues
The accumulation of physical document storage requires great space, which costs a lot and is an inefficient way to store documents. To large companies that have massive numbers of documents, managing physical storage can be a logistical nightmare.
3. Risk of Loss or Damage
Paper documents are easily lost, damaged, or destroyed by natural disasters, accidents, or even human errors. It puts important information and business continuity greatly at risk.
4. Security Limitations
Paper documents are rather vulnerable to unauthorized access, theft, or loss, leading to the breach of security and confidentiality regarding major sensitive information.
Protection of physical documents involves supplementary efforts, which in most cases turn out to be insufficient.
5. Poor Search and Time Retrieval
Locating particular information embedded in the ocean of paper documents is a time-consuming and ineffective process. Unlike searches implemented in all digital systems, paper suffers from lack of speed and precision.
6. Version Control
Changes, revisions, and versions of the paper documents can hardly be tracked down easily. Such limitations bring about mistakes and confusion. This way, it is very tricky to handle documents created by more than one person.
7. Impact on the Environment
One of the contributors to deforestation is paper production. The digital documentation process companies put into action when they go paperless eliminates documentation made from trees.
8. Coping with Compliance and Audits
Compliance with regulations and handling audits are more difficult when documentation is retained on paper. Difficulties arise because there is no systematic way of tracking and reporting.
How FileGenix DMS Solutions Ensures Effectiveness Simplified Storage—
FileGenix digitizes documents and stores them in a centralized repository, minimizing the need for storage facilities.
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Accessibility and Sharing of Documents Made Easier
The document handling system gives access to documents in a very short time from anywhere, enabling better collaboration between departments and locations. The possibility of search and sharing options quickly provides access to and sharing of information.
Key Features of FileGenix (DMS Solutions)
Document Management:
It allows organizing and managing the documents easily, which can upload, categorize, and even retrieve files.
Bookmarking:
Easily tag and bookmark important files you would want to refer to again in the future.
Searching across the documents:
Strong search functionality allows documents to be retrieved easily on the basis of their name, tags, and so on. Share documents to other stakeholders both internally and externally of the organization.
Access rights and permission allotment:
The access rights can be predefined in order to ensure safety.
Workflow automation system:
The system will automate repeatable processes and workflow for better productivity.
Complete tracking system for events:
It will track the overall activity and changes across the documents.
Color-Coded Tags:
Arrange and identify documents instantly with color-coded tags.
Primary Functionalities of FileGenix
FileGenix simplifies file management application by availing organizations with a number of professional functionalities to
Store:
Digitize documents and store them in a secure, easily accessible, centralized facility.
Manage:
Advanced document organization and access control features.
Preserve:
Ensure the classic standard and future survival of documents with secure backup options.
Locate:
The advanced search functionalities facilitate quick location and retrieval of documents.
Apply analytical insight from document data that can drive decisions.
Share:
Easily share documents both internally and externally.
The solution of FileGenix gives organizations the power to lead the digital evolution with assurance that efficiency, security, and collaboration are enhanced while environmental impact and storage costs are reduced.
Transform your ways of handling documents with FileGenix today and take the leap into a more recent era of efficient, secure, and sustainable ways of document handling.
