Above all, computerized archive management allows greater clarity and transparency.
Times have changed since archives looked like a cellar or attic where everything was stored in bulk with no concern for preservation periods. The records were certainly preserved but they could not be retrieved or eliminated!
Today, computerized management allows better document organization and faster retrieval. This reduced waiting time, and the consequent improvement in service quality are of course greatly appreciated by customers.
This also motivates personnel: at one time searching for documents in the archives was almost a punishment. The person who receives a copy of a document by fax a few minutes after their request will certainly value computerized record management.
Over time, centralized requests will reveal operational errors. This is because requests can be analyzed more coherently. Before, an agency would process the same complaint on a specific subject every six months. A department that centralizes these complaints will receive them every week. As a result, the source of the error can be located more efficiently.
Lastly and most importantly, it is clear that the number of document requests is linked with the number of complaints. Consequently, the quantifying of archive searches is comparable to the quantifying of service quality. The search statistics generated by computerized archive management are generally forwarded to higher management. This makes these statistics a quantifiable element of quality.