The number of internal documents and papers that businesses must process is increasing, requiring internal document management software to help optimize work. Join 1C Vietnam to learn in detail about the outstanding and professional internal document management solution below!

1. Difficulties of traditional internal document management

Every day, businesses have to work with large volumes of documents and internal documents. With traditional storage and management methods, businesses can encounter many problems and difficulties including:

Takes up workspace

Filing cabinets can take up a large portion of office space. This causes waste and employees will not have a comfortable space to work. Furthermore, businesses have to invest in the costs of installing cabinets, shelves, etc. These are considered quite expensive investments that do not bring profit.

Filing cabinets can take up a large portion of office space

Paper costs increase

According to a study by File Center, it costs a company about $8,000 per year to pay for paper, not including ink and printer costs. Thus, storing documents using traditional methods can consume a lot of resources.

Storing documents using traditional methods can consume a lot of resources

Waste of working time, poor work performance

With traditional document storage and management, each employee will spend an average of 3.6 hours per day just to find documents. This number averages 4.2 hours for some fields such as information technology. Without the support of internal document management software, work performance may decrease, which will affect the company's development over time.

Makes employees tired and exhausted

Searching for documents for a long time can make employees feel uncomfortable, bored and lose interest in work. For every 30 employees, up to 10 people think they fall into a state of exhaustion when they cannot find the necessary documents for their work.

Searching for documents for a long time can make employees feel uncomfortable

Poor security, easy to lose important documents

Internal documents often contain sensitive information. If managed manually, security is quite poor, easily leading to loss of documents, wrong name or wrong address. In addition, businesses may face the possibility of information being stolen by bad guys or exploited by competitors.

Difficulty in editing and updating multiple versions of documents

During the process of managing records, businesses sometimes have to edit and edit appropriately from time to time. When storing in the traditional way, businesses need to print many copies before getting the standard copy. This not only wastes business resources but is also harmful to the environment.

Businesses will have difficulty editing and updating documents

2. Office software No. 1C:Document Management helps manage internal documents quickly and simply

With the difficulties of traditional document management and storage, businesses are gradually turning towards modern, smart solutions. To serve the process of digitizing documents, internal document management software has been created, helping businesses centrally store data in a systematic way, from which the process of looking up, retrieving and using Data is quick and easy. In addition, businesses will save costs on storage space and human resources.

Using storage software can help save costs on storage space and human resources

With such great benefits, internal document management software is increasingly popular. However, businesses should invest in quality products and come from reputable suppliers. With 1C:Document Management Digital Office software, 1C Vietnam confidently brings a high-end optimal solution, enhancing internal document management for businesses.

Office Software 1C:Document Management is a solution to automate document management and work administration. Developed based on current technology, the software supports businesses in managing internal documents scientifically and conveniently, avoiding the risk of theft or waste due to physical storage. The solution possesses outstanding features:

• The internal document recording feature by attribute and attachment format helps users easily classify, search and use each type of text.
• Allows creating and editing text; Management can easily approve internal documents on mobile devices, helping to create convenience in handling work from anywhere.
• Linking types of documents together helps users know which documents are no longer valid and which documents are related to each other to come up with appropriate handling plans.
• Allows you to revoke or cancel documents in case of wrong transfer or need to correct the content, helping to handle work simpler and more professionally.
• Decentralize access rights according to each type of internal document, helping businesses secure information safely and effectively.
• The full-text search feature allows for accurate text information retrieval, saving time in processing and managing work.

The above article suggests to businesses effective and reputable internal document management software solutions today, helping to save time, costs and increase work efficiency. For detailed advice on tools suitable for your business, please contact 1C Vietnam now!