{"id":5413,"date":"2017-07-25T09:00:48","date_gmt":"2017-07-25T07:00:48","guid":{"rendered":"https:\/\/www.polyas.de\/blog\/?p=5413"},"modified":"2017-07-28T09:23:48","modified_gmt":"2017-07-28T07:23:48","slug":"digital-management-opportunities-e-files","status":"publish","type":"post","link":"https:\/\/www.polyas.de\/blog\/en\/digital-trends\/digital-management-opportunities-e-files","title":{"rendered":"Digital Management Opportunities: E-Files"},"content":{"rendered":"<p class=\"p1\"><span class=\"s1\">Digital management opportunities and E-files have long been a topic of interest for politicians, public authorities and private citizens alike. The speed and extent to which documents are produced nowadays means that file-management processes need to be modernized. An important requirement is that files be accessible from anywhere and at any time. While introducing E-filing is somewhat controversial, can electronic file-management in the digital age really be avoided?<\/span><!--more--><\/p>\n<h3 class=\"p1\"><span class=\"s1\">What is an E-File?<\/span><\/h3>\n<p class=\"p1\"><span class=\"s1\">An E-file is simply a digitally stored version of a paper file. Like traditional paper files, E-files will contain the same sorts of documents and also be structured in a similar way. There\u2019ll still be dividers separating different sections of the file\u00a0but in digital form. However, a key distinguishing feature of E-files is that their contents can be accessed by many users simultaneously, not just whoever happens to be in possession of a paper file.<\/span><\/p>\n<h3 class=\"p1\"><span class=\"s1\">Advantages of E-Files<\/span><\/h3>\n<p class=\"p1\"><span class=\"s1\">Digital filing simplifies and speeds up the management of files and statistics. This means less staff are required to maintain documents and more people can view and use the files. Such digital filing systems bring many advantages:<\/span><\/p>\n<ul>\n<li class=\"p1\"><span class=\"s1\">File data can be accessed and edited from anywhere, at any time.<\/span><\/li>\n<li class=\"p1\">E-files are stored safely and can be easily called upon for auditing purposes.<\/li>\n<li class=\"p1\">Time and expense can be spared by allowing multiple people to edit files at the same time.<\/li>\n<li class=\"p1\">The effort involved in file mapping and searching is reduced.<\/li>\n<li class=\"p1\">E-files are less costly and more environmentally friendly to maintain than paper files<\/li>\n<\/ul>\n<p class=\"p1\"><span class=\"s1\">Businesses and public authorities also save massive amounts of space by using digital filing systems. Moreover, according to a German study, the potential personnel cost savings for regional authorities is, on average, approximately \u20ac800,000 euros. Despite the fear of hackers manipulating data, the general safety level of electronic filings systems is no lower than paper systems. In some cases, documents in paper form can be easier to manipulate or destroy than their digital counterparts.<\/span><\/p>\n<h3 class=\"p1\"><span class=\"s1\">Disadvantages of E-Files<\/span><\/h3>\n<p class=\"p1\"><span class=\"s1\">In spite of the numerous advantages, some disadvantages are also discussed in relation to electronic filing. Here, as already alluded to, the main argument is that E-files are more difficult to protect than paper files. Furthermore, the process of scanning and indexing paper files into digital form can be costly. Lastly, employees will have to be trained to operate the new E-filing technology.<\/span><\/p>\n<p class=\"p1\"><a href=\"https:\/\/www.polyas.com\/election-glossary\/data-protection\">Read more about data protection here<\/a><\/p>\n<p class=\"p1\"><span class=\"s1\">If you do move towards electronic filing, it\u2019s important to make sure data protection officers and file-users are indeed well trained. At any rate, it seems that the trend towards digitalization will be difficult to avoid. In Germany, for instance, federal authorities will be required to use E-files from 2020 onwards.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Digital management opportunities and E-files have long been a topic of interest for politicians, public authorities and private citizens alike. The speed and extent to which documents are produced nowadays means that file-management processes need to be modernized. An important requirement is that files be accessible from anywhere and at any time. While introducing E-filing [&hellip;]<\/p>\n","protected":false},"author":274,"featured_media":5420,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_eb_attr":"","ub_ctt_via":"","spay_email":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":true},"categories":[736],"tags":[1615,1156,774],"featured_image_src":"https:\/\/www.polyas.de\/blog\/wp-content\/uploads\/2017\/07\/Digitalization-e-files.jpg","author_info":{"display_name":"Charles Harding","author_link":"https:\/\/www.polyas.de\/blog\/author\/c-harding"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Digital Management and Administration Opportunities: E-Files<\/title>\n<meta name=\"description\" content=\"E-files present an opportunity for businesses and other entities to more efficiently manage their affairs. Read more about them in this blog!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.polyas.de\/blog\/en\/digital-trends\/digital-management-opportunities-e-files\" \/>\n<meta property=\"og:locale\" content=\"de_DE\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Digital Management and Administration Opportunities: E-Files\" \/>\n<meta property=\"og:description\" content=\"E-files present an opportunity for businesses and other entities to more efficiently manage their affairs. 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Just what the platform can do, what is so special about the nomination tool, and other features that are eagerly awaited are revealed to us in an interview with product owner Elisa Utterodt.\u2026","rel":"","context":"In &quot;About POLYAS&quot;","img":{"alt_text":"POLYAS Nomination Platform","src":"https:\/\/i0.wp.com\/www.polyas.de\/blog\/wp-content\/uploads\/2021\/04\/Interview-POLYAS-Nomination-Platform.jpg?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":5339,"url":"https:\/\/www.polyas.de\/blog\/en\/digital-democracy\/open-data","url_meta":{"origin":5413,"position":1},"title":"Information Freedom in the Digital Age","date":"11\/07\/2017","format":false,"excerpt":"The freedom of open data and Information freedom has always been a difficult topic. In the modern, digital, world the freedom to learn new information has become somewhat of a given for much of the western world. 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