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Document flow is an inevitable part of any company. It includes incoming and outgoing correspondence, reports, internal orders as well as letters and orders of higher management and organizations. What happens if this document flow is still based on paper work?
For example, the incoming letter is registered in a book. Then it passes the resolution of a manager, then several copies are made and then it passes the chain of commands to be executed. Naturally, every document should be archived and there is different storage time depending on the document from 1 to 3 years or more. At the end of the year all documents are put in a folder and are kept in archives.
However, there are situations when we have to reference to an archived document several times and we should fast find it in archives. For example, the upper organization requested report for letters received in several years. If archiving is poor the search can take several days. Is there a way out?
For sure, if you implement the system of electronic management bb workspace developed by Double B Inc. and use the visual layer bb docflow which takes care for electronic document management in the company.
Any incoming document is scanned and put in an electronic form and them everyone works with electronic form of the document. The processing time reduces dramatically and automatically the document can be archived when necessary. When the document is completed it gain the status of archived one with its own number and it can be easily found when necessary.
You should only enter the document number and date in the archived section after what the document is ready to work with. The number of electronic documents can be enormous during the year. In order not to slower their search because of instantly growing database bb workspace keep archived documents for each calendar year in a separate folder. This allows to increase the speed of document search even after several year of bb workspace operation.
The use of visual layer bb docflow allows to greatly improve the speed and convenience of work with documents as well as to save on hard copies, saving paper and to prolong the life of the printer.
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