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    What are the 7 disadvantages to a manual system? With manual systems the level of service is dependent on individuals and this puts a requirement on management to run training continuously for staff to keep them motivated and to ensure they are following the correct procedures. It can be all to easy to accidentally switch details and end up with inconsistency in data entry or in hand written orders. This has the effect of not only causing problems with customer service but also making information unable be used for reporting or finding trends with data discovery. Reporting and checking that data is robust can be timely and expensive. This is often an area where significant money can be saved by automation. It takes more effort and physical space to keep track of paper documents, to find information and to keep details secure. When mistakes are made or changes or corrections are needed, often a manual transaction must be completely redone rather than just updated. With manual or partially automated systems information often has to be written down and copied or entered more than once. Systemisation can reduce the amount of duplication of data entry. Another impact of manual systems is on Customer service. Customer queries can be difficult to respond to as information is stored in different places and may even require that you find the right person before being able to respond. This is no good if they are out to lunch or only work part time. Inconsistency in data entry, room for errors, miskeying information. Large ongoing staff training cost. System is dependent on good individuals. Reduction in sharing information and customer services. Time consuming and costly to produce reports. I found it while looking for references supporting the benefits of automated data entry. At the start of a business, manual document filing can be quick easy and necessary. However, as your business grows manual filing can become a very cumbersome practice. In a busy business world it is important that you can file, find, and store documents in a quick and effective way. Here are some disadvantages of manual document filing processes. The biggest downfall to manual document filing is the amount of space it can take up. Otherwise you might find yourself taking up rooms just to fit the files in. This also means you have to go out of your way to hunt down a file or a client. It interrupts your productivity levels. Manual document filing means you are placing faith in the people handling the files. There are so many ways they can be damaged, lost, or misplaced. You will have to start over at square one getting the information back. When you are working with paper documents it is much harder to make changes. This means the editing process is more time consuming than if you were working with digital copies. Manual document filing is very time consuming. Not only do you have to organize and store the files, hunting down the information when it is need can take time. It can take anywhere from minutes to hours to hunt down a file, depending on how well your organization is. This can cause annoyance for clients as well as for employees. Their productivity is lowered by having to spend excessive time dealing with a paper filing system. Paper document filing can be less secure than electronic filing systems. Misplaced documents can easily be placed in the wrong hands. Clients expect their information to be secure in your hands. A cabinet filled with files is way easier to access than a computer which requires a password and credentials to get into. When you use paper documents your costs are going to be higher because you are paying for ink and paper. Your office supply bill will be higher if you are using a manual document filing process. While manual document filing can be useful for smaller businesses, once your business has grown it can be detrimental to your growth. It can lower productivity and create a hassle for your employees and your clients. Not only are your documents at risk for harm, but they have the potential to be lost and damage in a natural disaster. All your paper files are doing is taking up valuable space as well as time. Copyright 2020 Hybrid Document Systems Inc. Manual document filing is quickly becoming a thing of the past. With most business practices available online, more companies and clients are looking for digitized storage solutions to pick up the slack of manual filing. At MES Hybrid Document Systems, we specialize in the task of streamlining your manual to digital document process. No more shuffling papers, losing important information, or worrying about information loss. As a leader in document management, we often receive questions about the pros and cons of manual filing vs. One of the biggest issues companies face with manual filing is the potential mishandling of information. A document gets mislaid, an important piece of information is stored in the wrong file, or worse, a piece of paper is damaged o filexlib.
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