4 a closer look at saperion ecm contract records - Saperion AG

Overview of benefits
2 OVERVIEW OF BENEFITS
According to literary great Friedrich Schiller, "It is only by show of advantage that
the world is governed. In this spirit, let's take a look at the advantages of launching
electronic contract records.
Reduce storage costs
In most cases, this is the primary way that electronic records reduce expenses. As
with all records applications, the elimination of physical materials and expenses for
renting storage space are the most obvious benefits of electronic contract records.
Organizations that make the effort to protect their records from loss will also save
additional expenses for backup copies. Electronic solutions can be designed for redundancy
so all documents are retained at two different locations and any changes
are automatically mirrored to the other location. 1
Shorter access times
Electronic contract records cut down on expenses incurred when searching for
documents. Index-based, full-text searching accelerates access and eliminates the
need to physically walk to a filing cabinet.
Continuous accessibility
Obviously, contract records that contain sensitive information should never simply
lie around for everyone to see, but sometimes several people require access to the
same file. In these situations, electronic records eliminate the hassle of chasing
down physical files, since electronic records permit simultaneous access by several
people. This is particularly valuable when team members work at several different
subsidiaries. Quite simply, unavailability or even loss of important information is a
thing of the past.
No more copies
Sometimes it is necessary to generate partial copies of a record, such as when preparing
for off-site meetings. ECM eliminates this hassle as well.
1 It is important to note that contract documents are characterized as official records. As a
result, it is essential to perform a risk analysis before destroying originals. When in doubt,
it is better to forgo destruction of any documents that may be required in court in their
original form. Accompanying documents, on the other hand, can normally be destroyed.
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