How To Do Management of Electronic File?

Management of Electronic File:

Electronic filing is the process of preserving, recording, and maintaining the records of organizational transactions and activities in computers, tape libraries, magnetic tape, etc. In other words, an electronic filing system is a system of organizing files that utilizes hard drive space or network space. The system may be computer software, an internet-based program, or a simple file and folder system on the desktop of a computer. Nowadays, the organization develops an FTP (File Transfer Protocol) server for recording files and documents.

In the present age of information technology, the internet, intranet, and extranet are other recording and transmitting information mechanisms. Technologically and financially sound organizations preserve their records in clouds. They also develop their own disaster recovery center and data center for the preservation of data and records. A comprehensive electronic filing system should give a high degree of security for the objects entrusted to it, both against computer failure and against unauthorized access, together with flexible organizing objects. It should also provide shared access to community items while preserving privacy for confidential items.

A computer alone is a vast electronic filing system offering various features. It begins with a large filing system, the hard drive, and splits into smaller electronic filing systems within the programs and applications on the computer. The "My Documents" folder on a computer is an electronic filing system arranging the documents in order of time created, alphabetically, or most often used, depending on preferences. Most electronic filing systems offer the ability to search or browse through the files, allowing to pinpoint the needed file out of the lot. Fast, convenient, practical, easy access to information, etc., are the merits of the electronic file management system. The requirement of a high level of knowledge, data manipulation, security threats, etc., are the major demerits of electronic filing.

Merits and Demerits of Electronic Filing Management System:

Electronic file management is the practice of importing, storing and managing documents and images as computer files. It includes scanning and capturing data from paper-based documents, digitizing files, and allowing the disposal of hard copies.

Merits of Electronic File Management System:

The merits of an electronic file management system are as follows:

1. It saves space, time, and resources for organizing, filing, and storing documents.

2. Easy to find information and documents.

3. Permanently preserve documents and information.

4. Documents can be scanned easily.

5. Backup copies of documents can be made easily.

6. More than one person can view the same information at a time.

7. Optimize productivity by eliminating the time and effort necessary to search files for information.

8. Improve service quality by speeding up response on time.

9. Use of passwords helps to secure information.

Demerits of Electronic File Management System:

The demerits of the electronic file management system are as follows:

1. It is costly to purchase hardware and software to record and preserve the information.

2. Hardware and software need to be maintained and upgrade on time.

3. Training and knowledge sharing environment is required for the employees, which increases the cost.

4. A fault in the power supply or a virus in the system may result in data loss.

5. Hackers may steal confidential information, which increases security issues.

6. High probability of manipulation of the information.