DOCUMENT AND FILES MANAGEMENT
Millions of businesses that have yet to realize the benefits of
digital document management, and as a result, have an enormous opportunity to improve their
efficiency, productivity, and profitability.
Organizations with an overarching system in place to handle all their information operate at a vastly
superior level of efficiency compared to those that still rely on paper files and folders. Even companies
with most of their documents in digital form, but in a traditional folder structure, suffer many of the
same drags on productivity as paper-filing systems.
Time is wasted constantly looking in several folder locations for misplaced documents. This is often compounded by the proliferation of multiple
versions of the same file that results in errors and repeated work. Without a document management
framework, businesses find it very difficult to enforce reliable file organization and optimize their
With Nukiesoft Document and Files Management System, we believe a comprehensive document management solution should neither change
peoples’ daily work routines, nor require a lengthy or costly implementation. In our experience with
thousands of customers, we have found that nearly any organization can significantly improve its
bottom line with easy and affordable document management.
Various studies on general office practices illustrate the savings that are now possible. Yearly
expenses for a traditional paper-based environment are deceptively high. As this paper will show,
the costs of physical storage, staff time, supplies, and repeat work due to misplaced documents may
add up to more cost annually for a department of just ten employees. A digital document
management solution not only eliminates these costs year after year, it also enables employees to do
more in less time.
Beyond direct gains in efficiency in everyday file handling, there are many other advantages of
electronic document management that are harder to quantify, but are of equal significance to the
modern workplace: secure access through permission controls, data loss prevention, mobile access,
automatic backup, and customized workflow. Addressing shortcomings in these areas is yet another
incentive for many firms to implement a document management system.
We hope Easy Document Management will help you become familiar with the benefits of document
management solutions and the key concepts behind digital document control. This guide can serve
as a valuable resource for evaluating your company’s needs for managing information and ultimately
selecting the document management solution that is right for you.
Electronic document management solutions are designed to organize business files and records
digitally, whether they started out in paper form or were generated by software applications.
Paper files are first converted to electronic format by scanning. This provides a more compact means
of storage, universal access for retrieval, and higher levels of data security and privacy.
A company-wide document management system also controls digital files that are generated directly
through applications -- such as those in the Microsoft Office suite (Word, Excel and PowerPoint),
accounting software, CAD, email, and so on. Managing (rather than simply storing) documents
enables quicker access to, and greater command over, business information.
For businesses across the board, eliminating the bulk of their paper documents and records will
immediately eliminate substantial material and labor expenditures.
Companies are also liberated from paper’s inherent limitations as a means of information storage. To
share or distribute paper files, they must be duplicated. To store them, companies must devote a large
portion of their office area or lease a separate space dedicated for physical file storage. The more staff
and files are spread out across locations, the greater the obstacles to access.
Given the large expense and inconvenience of paper documents, maintaining them in digital format
instead leads to a substantial increase in efficiency and decrease in operational costs.
Solutions designed to manage electronic documents should contain the following essential
• Import – Mechanisms to bring new documents into the system, whether image scans of paper
files or electronic files previously stored on a server or hard drive.
• Storage – Options to maintain system files via data storage hardware, utilizing one or several
• Identity – A scheme to index documents with discrete identities for accurate search and retrieval.
• Export – A way to port and/or remove items from the system.
• Security – Placement of password-protection on certain files according to authorized user
security controls.Long-term Value
Document management solutions exist first and foremost to organize, store, and retrieve files
accurately and efficiently. Once documents and company data reside in a structured system, more
sophisticated file-handling procedures become possible.
For example, because most document management systems log information about the history of
document creation and modification (i.e. a digital “paper trail”), managers can query the system to
assess the status of employee progress or trace the history of past versions.
This accountability also makes a document management solution indispensible for businesses in
industries that must report their record-keeping procedures to maintain compliance with regulatory
With the right electronic document management solution in place, businesses have far more
capabilities than they would with just paper-based file or standard PC folder structure. Effective
document management enables employees to:
• Retrieve the correct document out of myriad of items throughout the company within seconds.
• Access up-to-date file changes while working from home or on the road.
• Prevent overwritten changes, misfiled items, and confusion over file versions.
• Share information confidentially with other employees, partners, and customers.
• Recover automatic backups of digital content to protect against accidental data loss.
The Basics of Easy Document Management
This guide is divided into three sections. The first two sections explore the benefits of adopting the
technology and describe the basic features common to organization-wide document management
system. The chapters also profile several examples of organizations that have adopted solutions to
meet their particular business needs.
The third section shows how to assess one’s own requirements -- which features best apply to a
particular situation and what kind of business issues can be addressed by document management.
The last section of the paper outlines some common rules for records management, for those
organizations that must follow legal or industry mandates for the creation and management of their