Give the definition of “electronic document delivery system” and list the benefits and workings of it.
Define ‘electronic document delivery system’ and state its advantages and methods.
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Give the definition of “electronic document delivery system” and list the benefits and workings of it.
Electronic Document Delivery System
An Electronic Document Delivery System (EDDS) is a software application or platform that allows users to electronically request, deliver, and access documents. EDDSs are commonly used in libraries, academic institutions, and businesses to streamline document delivery processes and provide users with quick and convenient access to information.
Advantages of Electronic Document Delivery System:
Efficiency: EDDSs automate document delivery processes, reducing the time and effort required to deliver documents to users.
Accessibility: EDDSs provide users with easy access to documents from anywhere with an internet connection, eliminating the need to visit physical locations.
Cost-Effectiveness: EDDSs reduce the costs associated with printing, shipping, and storing physical documents.
Security: EDDSs use encryption and other security measures to protect documents from unauthorized access or tampering.
Convenience: EDDSs allow users to request and receive documents electronically, eliminating the need for paper forms and manual processing.
Environmental Impact: EDDSs reduce the use of paper and other resources, contributing to environmental sustainability.
Methods of Electronic Document Delivery:
Email: Documents can be delivered to users via email as attachments. This method is convenient but may not be suitable for large or sensitive documents.
File Transfer Protocol (FTP): Documents can be uploaded to an FTP server and accessed by users with the appropriate credentials. This method is suitable for large documents but requires technical expertise to set up and manage.
Web-Based Platforms: EDDSs often use web-based platforms to deliver documents. Users can access the platform through a web browser and download documents as needed. This method is user-friendly and accessible but requires an internet connection.
Document Management Systems (DMS): Some EDDSs are integrated with DMSs, allowing users to request and access documents directly from the DMS. This method streamlines document delivery processes and ensures that documents are stored securely.
Cloud Storage: EDDSs can leverage cloud storage services to store and deliver documents. Users can access documents stored in the cloud from any device with an internet connection. This method is scalable and cost-effective but may raise concerns about data security and privacy.
Conclusion
Electronic Document Delivery Systems offer numerous advantages in terms of efficiency, accessibility, cost-effectiveness, security, convenience, and environmental impact. By leveraging various methods of electronic document delivery, organizations can improve their document delivery processes and provide users with better access to information.