With technology advancing almost every year, a lot of paper do paperless works and rely heavily on electronic documents to communicate from one person with the other. Electronic documents include e-mail communications, attachments, spreadsheets and online bulletins. With the many people using electronic documents, it is important that for these documents to be managed properly.
Although it is necessary for companies to manage their electronic documents, it is important to take note that the approximate cost of a software package for managing electronic documents between $60,000 and $100,000 per year which is a high price that other small companies especially those belonging from developing countries cannot afford. This is the reason why some countries still remain using the conventional methods of communication and document transmission. Unfortunately, without using electronic documents such companies end up being swallowed by competitors.
While systems for managing electronic documents are priced beyond the reach of many organizations, this knowledge has become a turning point for companies to think on how they can manage their documents and, at the same time, keep updated with their competitors.
It is important that the departments involved in the management must deal with all the lack of records management policies within the organizations to which they belong. So far most of the documents generated or received by the organization and its members in electronic form, especially those arriving by mail are lost once they stop being interesting to the sender or receiver of the document . Generally there are no policies that turn a document into a record, personal, transitional or official. The lost of company records is a critical problem since these records might be useful especially during times of audits.
Thus the need to develop systems that integrate existing technologies in organizing documents are very important for the integrity and success of the company.
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