Work Cycle and Following up Income and Outgoing

The terms are many but the goal is the same … All of us have heard a lot of terms and expressions like following up income and outgoing, monitoring the transactions, managing tasks, or controlling workflow. Even these are too many terms but all of them refer to the same thing which is electronic archiving or document management system.

However, these document management systems may vary in its functionality, but the main goal of them all is to manage documents and follow up workflow in a total professional way to get a high quality result and the required productivity.

Moreover, archiving in general, even it is a paper-based archive or an electronic-based one, is that process that manages and saves documents to can be reached easily. Also, one can retrieve and index these documents whenever needed. However, this will absolutely impact work productivity, its sufficiency, and the profit as it decreases the use of papers and saves a lot of money.

However, it is worth to mention that the electronic archiving process is mainly depend on using and adding tags and metadata to each file to ease reaching it and differentiate each file while storing it.

Also, it is worth to mention that any document management system shall have many important characteristics like security and individual permission for the responsible persons only who have the authority to view documents and edit it. This feature saves the confidentiality of documents, allows the management to monitor workflow, and knows who edit a certain document in which timing.

Consequently, it became vital to have another integrated program to connect archiving processes with document management systems. That’s why, the “Enterprise Resource Management” system appeared and became vital as it manages everything needed about employees and their history.


It is worth to mention that document management systems back to the eighties. Moreover, nowadays, these systems became one of the main things that shall be in any organization to save money, time, and to increase the productivity of the work.

Records Management and Improving Work Sufficiency

Records Management (RM) is a new term that became a common one nowadays in the world of business, technology, and internet. But before tackling its importance and how it affect the sufficiency of the work, one shall know its meaning first.

Records Management is the process or the method that is used to manage, control, and monitor the whole cycle of the records. It includes storing, managing, and retrieving the records from the day of its creation till the day of its disposal. However, it is worth to mention that there are two main types of records. The paper records that can be stored in boxes and the digital records which can be stored in the cloud.

In the following few lines, MicroDigits will tackle the importance of records management and how it affects the efficiency of the work. It can be stated in the following points:

1- Accessibility

Records management systems ease the searching process as it became easy to find the needed information via applying metadata to records, using saved searches, and using enterprise content management systems to be able to view and monitor the records whenever needed.

2- Retention Schedules

To be able to manage the whole retention schedule of an organization, it is crucial to use records management systems to be capable of organizing and managing it via having an automated archiving, transferring, and grouping options.

3- Generate Audit Reports

It helps in monitoring and knowing everything happened concerning the records like who is the user who made a certain change and the specific timing, etc.


In a nutshell, records management system is one of the vital systems or methods that participate in increasing the sufficiency of the work.

What is the Importance of Archiving?

Whether you prefer to go paperless and automates your office or prefer to stick to papers, it is vital to have and know the importance of archiving. But before stating the importance of archiving. It is worth to know the meaning of archiving.

Archiving refers to the process of moving documents, records, contracts, or any other materials that have not been no longer used or even important currently to another long-term-retention place.

In the following few lines, MicroDigits will tackle the important aspects of archiving and why it is a necessity method nowadays.

1- Importance of Archiving

  • Save the confidential documents,
  • Ability to access, copy, modify, and control data,
  • Ability to retrieve documents whenever needed,
  • Save data from loss,
  • Security system for authorized individuals.

2- Benefits of Archiving

  • Ability to control, monitor, and manage information processes,
  • Ability to locate and secure data,
  • Ease business functions and increase the productivity of the employees,
  • Save time and money,
  • Manage the entire records circle,
  • Improve the service quality which consequently affects the customer satisfaction,
  • Having a secure disposal when it is expired,
  • Having a secure and reliable access to your records.


No one can deny that archiving is an important method that helps in managing and improving not only the productivity of the work but also it improves the customer satisfaction. However, as a business owner, it is vital to know the benefits of any new method before applying it.

How Going paperless can Improve Customer Service?

Going paperless and being a system-based business is a vital approach that shall be abided and followed nowadays from all companies and organizations. It helps in improving the delivered service for the customer. To make sure of this, any business owner shall ask himself and make a survey concerning the delivered services for the customers and their overall view about their experience while using such service. It is called “customer experience”. This is vital to improve the work and decline the “gap” between the customer needs and the delivered service. As the lack of integration affects the customer satisfaction.

However, all businesses need to improve the work in terms of sufficiency and efficiency. That’s why, it is vital to get rid of papers and use the suitable electronic document management system to improve the customer service, the sufficiency of the work, and eases the workflow.

The following few lines will tackle why document management system is a vital process to improve the customer service.

  1. Improve the performance of the work,
  2. Became a customer-based company,
  3. Manage, share, and control documents sufficiently,
  4. Accelerate work process,
  5. Save time and effort,
  6. Security and providing record management,
  7. Improve the cooperation between the co-workers.


For any business, it is vital to use and search for any new way or system to improve the sufficiency of the work to deliver a service or a product that can gain the satisfaction of the customer and make him recommend it to his relatives.

Know more about Software Documentation

Most of us are used to the term “Documentation” and know exactly what it is and why it is important. However, there is another term that is vital for any business. It is called “ Software Documentation ” which helps in maintaining any project.

Software documentation refers to the instructional manual or the brochure that eases, facilitates, and explains the use of a software product or service. This type of documentation can include marketing documentation, end user documentation, design documentation, etc.

In the following few lines, MicroDigits will tackle the importance and the benefits of documentation and software documentation.

Why Software Documentation is Important?

  1. It improves the workflow as it helps in sharing the business goals among the managers and the whole team,
  2. End user documentation helps the user to identify and know the features of the programs,
  3. It provides facts not just “opinions” about the product or the service.

Benefits of Documentation for the Organization

  1. Reduce operational ambiguity. It explains and specify the tasks of each person and who is supposed to do what and the best way to achieve a certain process,
  2. It helps the marketing and the sales teams to know more about the organization and how they can help the customer and make real promises,
  3. Increasing and building a value for the whole company as documentation makes it easy to understand the processes of a company and therefore determining its value,
  4. Increase the collaboration between the employees,
  5. It helps the new hired employees to quickly adapt and know the habits of the company.


Documentation in general and software documentation in particular are two major terms or ways to improve the quality of the business and allow you to handle and manage your business perfectly.

Why using DMS for your Business?

DMS or what is known as document management system is an electronic way or a technique that is used to manage and track the documents. It is a kind of a software that enables the organization to track, manage, and store its electronic documents via using document scanner.

It is vital to abide any technique or way that can help your business to be that sufficient and be updated and on track with the surroundings. However, it is important to know everything needed about document management system before deciding to use it in your office (business).

Importance of DMS for your business

  1. Document management is a way of managing content for your business. By “content” here we mean controlling and managing workflow, documents, contracts, etc.
  2. Having an “audit trial” feature. It allows the company and the organization to know and monitor who viewed the document and who did what to it. It monitors the whole life cycle of a certain document,
  3. Security and control everything related to the documents,
  4. Going paperless and eliminating the use of papers and the printing process,
  5. Saving time and efforts,
  6. Quick access to the document from anywhere while needed,
  7. Retrieving functionality.

Benefits of DMS

  1. Accessibilty,
  2. Recovery,
  3. Security,
  4. Monitoring workflow.


Document management system is a vital software that enhances the efficiency of the work. It participates in managing and monitoring the organizations’ documents online.

ERP and Business Management

Enterprise Resource Planning (or what is known as ERP) is a software or an application that eases the automation process of managing many work functions. This system allows the organization to manage and maintain the business’s operations. It is an integrated process management software that merges and combines the organization’s data in one software. For example, the manufacturing department, the financial one, the human recourses department, the sales, and the marketing department, etc. The ERP software organizes and integrates all the aspects of a certain operation.

Importance of ERP for Businesses

  • Tracking business resources and production capacity,
  • Ease sharing the information between all the functions of a business,
  • Free error transaction and production,
  • Handle, customize, and analyze data,
  • Synchronize the organization’s variable departments,
  • Provide the management with insights about the performance,
  • Enhancing customer service.

Why your Business needs ERP

  • Save time through managing different processes from one software instead of wasting time in tracking information,
  • Easy access for your businesses’ information,
  • Go paperless while making the invoices and the reports for the accounting department and the financial department,
  • Improving customer experience.


The core behind establishing any business (small or big) is to deliver a good service that meets the customer’s satisfaction. However, “Enterprise Resource Planning” is an application or a software that eases the workflow. Also, it contributes in increasing the businesses’ productivity.

CRM for Businesses

Customer Relationship Management or what is known as (CRM) is a term that indicates and refers to the technique or the strategy that a company can use to manage and analyze the customer’s lifecycle (data and interactions) with the company.

CRM is a vital approach to be abided from any business to manage and improve the relationship with the customer. It -of course- will reflect the company’s sales rate. CRM is used to collect data about the customers across different channels. Also, it is used to show the customer’s history with the company such as: customer personal information, purchase history, buying preferences and concerns.

In the following few lines, Microdigits will tackle the vital aspects of customer relationship management that shall be taken into consideration.

Benefits of CRM

  1. Reduce business cost,
  2. Save time that is lost in managing the daily interactions of the customers,
  3. Avoid the repetitive tasks concerning customer’s information,
  4. Deliver good customer experience.

Feature of CRM

  1. Automation,
  2. Sales for management,
  3. Geographic marketing campaign based on customer’s location,
  4. Contact center.

Importance of CRM Solutions for Businesses

Organizations and companies tend to use CRM solutions to provide the customer with the exact needed services or products. It is also vital in increasing the sells rate effectively and offering a better customer service. Besides, it is important in storing and accessing the business data easily from a single location. It eases the collaboration process between organization’s departments.


Nowadays, it is a crucial step to use each and every available method that enables you to serve your customer properly. Customer relationship management is important for developing the business and delivering a good service or product to your customer. For more information about CRM and how to improve your business in general, please visit our website or feel free to contact our team.

E-workflow Solutions

Business workflow is the daily sequence steps and activities that are used to be done to handle multiple processes. However, the need for automating such workflows become a vital and essential matter. That’s why, here comes a new concept that is called “E-workflow” business solution.

E-workflow solution is a business solution that is used to monitor and control the real-life business processes. It plays a great role in improving and accelerating the interactions between the executors and the decision makers.

In the following few lines, Microdigits will tackle all the vital aspects that shall be known about e-workflow solution.

Importance and Benefits of E-workflow

  1. Receive an updated analysis about the organization’s operations regarding the management decisions and the organization’s development strategy,
  2. Workflow technologies provides statistics and the needed information concerning the organization’s performance and tasks,
  3. Improve the collaboration via implementing business processes and documents on a SharePoint site,
  4. Facilitate business process,
  5. Improve sufficiency,
  6. Reduce the operational efforts.

Features of E-workflow

  1. Shall be flexible and easy to be adaptable,
  2. Has a visual customization feature for business process,
  3. Having a capture signature,
  4. Unlimited usage edition,
  5. Routes forms,
  6. Security through having passwords and usage codes.


Nowadays, it is important to use each and every available technique and method that help in improving the sufficiency of the work. However, E-workflow solution is one of these methods that participate in managing the organization’s processes.

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