You always hear employees complain because take hours to find a important contract in each folder? Or worry about the loss of important data due to incidents such as breakdowns, computer viruses? With the real state of information, materials increased rapidly, the investment in equipment and construction of a process management of electronic documents become more urgent than ever.
In fact, many Vietnamese enterprises are still facing big challenges in the management of text, such as lack of synchronization, low security and the difficulty of finding information. So how to solve the above problem? The same Lac Viet Computing search for answers in the article below.
1. Real state management of electronic documents of Vietnamese business today
Vietnam is on track to become a national number, but the transition of the business are still many shortcomings. In particular, the management of electronic documents also encountered many difficulties, affect work efficiency and competitiveness of the business.
- Convert sluggish from paper documents to electronic text: some businesses still maintain conversion method traditional text such as scan, data entry, image,...that takes a lot of time in the digitization.
- Lack of synchronization in process management: The material usually distributed storage on many different systems, there is no consistency between departments or between the management software.
- Restrictions on technology infrastructure: Not any business in Vietnam, there are also conditions for investment in infrastructure, technology strong enough to implement effective management system electronic document. Deficiencies in infrastructure, such as servers, software, management, security system, making the process of digitizing documents management meet obstacles.
- Information security is not guaranteed: The system of electronic storage, no security measures tightly makes the text easy to unauthorized access, change, or deleted. According to a report from the Ministry of Public security of the cyber attacks on enterprises in Vietnam has increased significantly in recent years, posing major challenge of protecting data safety electronic.
- The ability to integrate poor between the systems: managing text requires the ability to integrate between many different systems such as ERP, CRM or other specialized software other. However, many businesses in Vietnam to struggling in the integration of this system makes the process of managing electronic records fragmented, ineffective.
Businesses in the country still depends on the method of traditional management such as Excel, folder, computer,...that the approach and handle material becomes sluggish, lack of efficiency. Follow Report information Management smart, 86% staff said the document search takes too much time, causing direct influence on work productivity.
This fact requires businesses need to have the powerful conversion, application of the management system, electronic document is great to catch up trends, improve the process management information.
2. Overview of electronic documents and how to manage
2.1 electronic Text, what is?
Electronic text (Electronic Document) is the text that is created, sent, received, handled, stored form data electronically instead of on paper. This is a form of digitized documents can be stored on the computer, server or cloud platform helps to optimize process management, information exchange in the environment of. (According to Article 3 of Decree 30/2020/ND-CP)
Features of electronic text
- Data format number: stored under the number format, such as PDF, DOCX, XLSX, XML,...
- Editable, easy search: Other than paper documents, electronic documents can be edited, searched quickly by the support tool.
- Technology integration digital signature: To ensure the legal security of electronic documents can be digitally signed by electronic signature, in accordance with the law.
- Storage quickly accessed: may be hosted on document management system (DMS) helps search access easily without the need for physical storage.
- Enhanced security, access control: user can control the access rights, privileges, edit track the change history of the text.
2.2 Management of electronic documents is what?
Management of electronic documents is the process of organizing, storing, access control, security text in digital form in an electronic system. This process helps businesses optimize the processing of materials, minimizing the risk of loss, enhancing work performance. (According to Article 3 of circular 01/2019 of the Ministry of Internal Affairs)
The management includes the use of software, systems, and information technology to manage the entire lifecycle of the text, from creation, storage, search, approval to the storage and destruction of documents after no longer using. The system helps to automate processes, improve the ability to manage information, minimize reliance on paperwork, increased security and the ability to export data.
2.3 comparison processes, manage electronic documents with process management writing paper
In the transition from managing paper documents the traditional to manage electronic documents, there are many obvious differences that businesses need to note.
First of all processes, manage electronic documents brings high automation, reduce reliance on human in handling the craft. This helps to optimize work efficiency, saving time and effort. Instead of having to search for records in the cabinet material physical waste of space, the enterprise only needs a few seconds to access electronic documents thanks to intelligent search.
A big difference other is about the security and preservation. While paper documents easily misplaced, damaged by environmental factors or even theft, the electronic documents are protected by the layer of encryption, access subdivisions, ensuring important data of your business is always safe, easy management track.
Finally, the electronic storage, help reduce costs, save space compared to storing paper documents tradition, at the same time allows for the possibility of remote access, help businesses more flexibility in operation. These differences not only enhance performance but also to promote sustainable development for enterprises in digital era.
Comparison table management process electronic documents with process management writing paper
| Criteria | Management writing paper | Management of electronic documents |
| Create document | Create on paper, signed by hand | Created and stored in digital form, signed numbers, or use electronic authentication |
| Classification/indexing | Done manually, difficulty in indexing, search | Auto classified, indexed easily search by keyword, category |
| Storage and preservation | Need physical space, big susceptible to damage due to environmental | Digital storage, protection, safety, are not affected by environmental factors |
| Search access | Time consuming, the need for direct access to the repository | Search for quick access in just a few seconds from any where there connection |
| Security | Easy to lost, damaged or stolen | Higher security through encryption, access rights division |
| Storage/destruction | Need to check the periodic destruction crafts | Easy long-term storage, auto destruction through the system |
| Cost | Costly in terms of storage space, need cost of paper, printing | Reduce the cost of physical storage, the initial cost for technology |
| Unavailable | Can only visit in store locations | Access anytime, anywhere with internet connection |
| Efficiency | Slow process, power requirements, multiple time | Automate processes, saving time and resources |
3. Process 6 Steps management of electronic documents focus in business
Process management of electronic documents is general reference from “CIRCULAR 01/2019/TT-BNV OF PROCESSING – MANAGEMENT OF ELECTRONIC DOCUMENTS” and Decree no. 30/2020/ND-CP of The government: On clerical work
Reference 6-Step process for managing documents, electronic document professional is more than big business apply.
Step 1: Create and receive text
Create and receiving electronic documents is the first step in the management process. Instead of creating the document, paper craft, electronic documents are created directly from the office software (such as Microsoft Word, Excel, PDF) or the system management information of the business (ERP, CRM).
In the process of receiving, electronic documents may come from various sources such as email apps, share files or from partners, customers. These documents are automatically entered into the system, document management system (EDMS) without the need for printing, or digital back.
Step 2: Classification indexed
Electronic document when it is put into the system to manage electronic documents will automatically classified according to criteria such as document type, creation date, creator and main content.
The modern system also allows for automatic indexing by extracting data from the content of the document. This not only helps to increase the accuracy but also helps users fast access to the documents they need through the search engine, powerful.
Step 3: Approval process
After being classified, the document should be processed or approved by the internal processes of the business. This process is usually automated by tools management material, allowing the approval takes place quickly, without many manual steps. Documents such as contracts, reports or proposals will go through the steps to approval, varies based on required.
For example, LV SureDMS can browse the application for registration; loan payment record; track general stock record storage, activities,...Integrated approval process a request to borrow online, automatically revoke access to records upon expiration borrow.
Step 4: storage and preservation
Once approved, the text will be stored into the system in the form of electronic document. The storage ensures the material is long-term preservation, not lost or damaged as paper documents. Management system, electronic documents often provide the backup feature, security, and tracking the change, help businesses protect data in a secure way.
Software document management LV-DX Document that features data organizer, multi-level: the Warehouse, the shelves box records according to the structure by individual organizational model. Allows to create a new storage profile with full information according to standard Dublin core. At the same time supports manage both paper records and records digitization, information management, storage location, condition of your existing profile.
Step 5: Use the materials of electronic documents
Instead of having to search in the stock of paper documents, the user can use the search engine on the management system, electronic documents to quickly access documents.
Thanks to the search tool, smart systems, decentralized clear, the user can easily search for the documents you want within few seconds. The sharing of documents between departments or with partners also become more convenient through the digital platforms without the use of hard copy.
With LV-DX Document, the user can quickly view documents online without download. Allows search by keywords, document type, profile and search by content in the document.
Step 6: long-term storage or destruction
Finally, the electronic text after you have completed the task can be stored long-term or destroyed under the rules of business and law. Storage this can last for many years, businesses need to ensure that data is stored in a safe place, have the ability to access when needed.
When using software, LV-DX Document, if the document is no longer worth using system sec automatic alerts when the profile expires storage, automatic collection of the items to consider handle.
4. The management system electronic document downloads
The use of management software, electronic document to help businesses enhance performance, minimize risk of loss documentation and optimized workflow. Here are a number of software document management popular today, every software has the advantages of a private suit the needs of each organization.
4.1. LV SureDMS – management Solution comprehensive documentation for business
LV SureDMS is a management system electronic document intensive for business help digitize document management, process text, data security and support collaborate internally in a flexible way. Management software textstorage, search, document processing professional profiles for business. The management process for building permits CUSTOMIZATION & UNLIMITED processes in the storage management according to each institution, each center.
Feature highlights
- Digitized documents automatically: Support, scan, recognize text using OCR technology.
- Lifecycle management documents: store, classify, track, edit, control the duration of storage.
- Integrated approval process: rotation Support, approval documents online by each level of management.
- High security: Provides access according to role, data encryption, two-layer authentication.
- Integration with enterprise system: sync data with ERP, CRM, accounting.
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Did you know that more than 90% of office documents still being storage craft paper form. This is why businesses are wasting space, time, and cost per day?
- 30-40% work time of office workers is wasted in finding materials. On average, an employee spends 18 minutes to find a document, but there are 1/20 lost completely.
- Cost of storing and managing paper documents there can be up to 5-10% annual revenue of business, including the cost of renting warehouse, human resources management, and maintenance documents.
- 25% service data leakage business arising from the storage and handling of materials not safe, especially the paper documents are not protected by encryption systems or management access.
LV SureDMS – Streamlined database: Manage, store, retrieve unlimited
- Search and retrieve records become more easily, anytime and anywhere with just a few clicks, a few key words.
- Support organization storage warehouses in many different positions and decentralized management independently on each repository.
- Minimize the manual work for storage park; minimize storage space physics for the record not important; reduce the cost of printing, preservation, and no need to expand the storage space cabinet/shelf profile.
- Remove status dispersed data, the members of the groups/departments to collaborate more effectively in stock common resources, but still be close authorization by role to ensure safety for confidential documents.
- Statistical reports according to many criteria (room, board, source/unit status, handling,...), quick view reports in various forms visually.
VIEW DETAILS, FEATURES, SOLUTIONS, RECORDS MANAGEMENT, DOCUMENT HERE
CONTACT INFORMATION:
- Lac Viet Computing Corporation
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, Ho Chi Minh city
4.2 management System documentation LV-DX Document
LV-DX Document – management Solution, document intelligence, security, collaboration, flexibility Are you having difficulty when storage, search, and share documents in business? LV-DX Document is the document management software the new generation of Vietnamese, help to digitize a document repository, storage organization science, retrieve instant and team collaboration effective on the platforms absolute safety.
4.3. Microsoft SharePoint – management System, collaborate on documents
Microsoft SharePoint is the platform to manage documents and collaborate internally developed by Microsoft that helps organizations to store, share, working group on the text effectively.
Feature highlights
- Archive material focus: Integrated with Microsoft 365, support fast search.
- Team collaboration: Multiple people can edit at the same time on a document.
- An approval process document: set up the workflow and to browse and manage documents.
- Integrated security: Management access tightly against data loss.
- Integration with other Microsoft applications: connecting with Teams, OneDrive, Outlook, Excel.
| Advantages | Restrictions |
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4.4. Google Drive & OneDrive – Free cloud storage service popular
Google Drive and OneDrive are two platform cloud storage today's most popular, offering storage space of documents online with the ability to sync cross-platform.
Feature highlights
- Storing documents on the cloud: Access anytime, anywhere on multiple devices.
- Edit, share documents online: Many people can work together on a document.
- Integration with office applications: Google Drive support for Google Docs, Sheets, Slides; OneDrive support for Microsoft Office 365.
- Automatic backup data synchronization: Reduce the risk of loss documents.
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4.5. M-Files – software DMS automatic document classification
M-Files is a management system, smart materials, help businesses to easily store, retrieve and manage your documents in an efficient way thanks to AI technology.
Feature highlights
- Document management attributes: No need to save the folder, make searching faster.
- WHO supports automatic classification of documents: identification, sort documents by content.
- Support integration with business systems: ERP, CRM, Microsoft 365.
- Version control of documents: to Help track the history editing, restore old documents.
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The transition from managing paper documents into management of electronic documents not just a trend, but also is an indispensable requirement for the business can adapt development in the digital age. However, this transition requires investment and effort from the business side. Process management-electronic document focuses on a platform became a vital key to help enterprises enhance management efficiency, save cost and time. The difficulty in the management of material dispersion, information security or search for documents will be addressed through modern systems such as LV-DX Document.
CONTACT INFORMATION:
- Lac Viet Computing Corporation
- Hotline: (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: www.lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, Ho Chi Minh city
