If your company still utilizes an ink and paper system of document management, it means your organization is still in the Stone Age compared to organizations that utilize electronic document management systems.
At this point, you are probably wondering what an electronic document management system (EDMS) is all about, right? Well, you don’t need to wonder for long because this article was written with the sole purpose of providing you with the necessary information you need to know about this amazing document management system.
For folks who are already familiar with EDMS, we still recommend that you read this article carefully. We are sure that there are a few things that you can still learn that you don’t know about this digital file managing system. With that said, let’s proceed, shall we?
What EDMS Is
An electronic document management system allows you to manage document creation, usage, and storage in most formats (most times it is in all formats). As you might have guessed from the name, everything is done electronically.
EDMS is similar to another management system known as enterprise content management (ECM). While they have similarities, they are also different, more so when one is in the market for solutions.
A good number of ECM systems are actually platforms of EDMS. These platforms do not have certain ECM functionality some of which include business process automation, records management features, and intelligent content capture.
While an EDMS will perform better with an ECM system, nevertheless, it is equipped to provide a detailed solution that will assist staff to organize as well as distribute documents within the organization effectively.
Tools that are found in EDMS platforms perform the following functions:
• Comprehensive editing which includes collaborative, markup, and versioning
• Document storage (scalable as well as centralized)
• Full-text search and metadata management
• Tagging and access control
• Record lifecycles and manage document
• Combined searches that function across multiple platforms and resources
• System activity and document history tracking
• File sharing; both external and internal
As a result of the centralized information use as well as access, EDMS functions as a nucleus that allows the connection and deployment of other comprehensive management systems such as ECM to record management as well as business process automation. Visit https://en.wikipedia.org/ to read more about enterprise content management. Features Commonly Found in EDMS The features of electronic document management systems are quick and robust but all designed to enhance information authority, transparency, and cooperation across the organization.
Despite the wide range of features you are bound to encounter. Below are 10 that are very common for EDMS:
1. Document Markup
With this, you can add stamps, highlights, text boxes, annotations, etc. to documents. Some EDMS provides you the opportunity to redact certain sensitive information.
2. Federated Search
This feature enables certain authorized personnel in the company to find files that are stored in access repositories and document folders. This search can be performed based on the file name, contents, metadata, etc.
3. Record Management
Storage of records can be more secure than ever before. Also, these records can be connected to retention schedules while allowing you to put legal holds on the documents. Complying with standard recordkeeping regulations is simplified and lifecycle record management is made possible.
4. Security And Audit Trails
You get to utilize a wide range of strict security controls as well as document tags to make sure that only authorized staff, departments, or roles have access to certain information. With an audit trail, anyone who accesses information can be easily tracked. It also aids in regulatory compliance support.
5. Version Control
Modifications made to metadata and documents can be tracked automatically thereby creating a use history that allows the organization to remain compliant with governance standards. To ensure the integrity of information and streamline cooperation, check-in, as well as check-out properties, is used.
6. Document Metadata And Full-Text Search
Metadata fields can be customized to include statuses, creation dates, etc. All of these will provide context thereby searching for such information on the system becomes easier. EDMS also allows you to carry out a full-text search when looking for a document in the event that the metadata doesn’t suffice. If you don’t what metadata is, click here to find out.
7. Digital Vault Services
If your organization is in an industry with high regulations, you can use EDMS to keep your records in a format called write once, read many (WORM) that cannot be altered. This allows you to protect the information on such files.
8. Cloud Resiliency And Scalability
You can reduce the downtime of your system and still prepared for scale increase using an EDMS with cloud-storage functions. Most of these systems can be easily adapted to the needs of your organization with zero or minimal IT infrastructure maintenance or cost.
9. External File Sharing
This provides secure hosting that works for both public portals and individual files to enable users to share information with external bodies conveniently and safely.
10. Mobile Application Access
Information can be sent and received on the go from your company’s repository with the use of mobile apps. This allows uninterrupted collaboration between employees at the office as well as those on field assignments.
Who Uses Electronic Document Management Systems?
Most companies think of using EDMS when they discover that their response times to customers are becoming too slow, the cost of traditional archiving is becoming too expensive, departments and units in the organization cannot deal with process bottlenecks that keep recurring, compliance fine, or after suffering a breach in data security.
EDMS should be used by all organizations irrespective of the industry they belong to. Yet, it is perfect for organizations with exact but resource-oriented business processes. The disadvantages of using traditional archiving are numerous and can be overcome by utilizing this modern system.
Conclusion
For any progressive company, it is important that a well-defined system is developed to manage documents and information in the organization. With an EDMS, you can enhance your company’s overall work efficiency, speed, and security. Moreover, you get to cut down the cost of using traditional archiving which is less efficient and far more stressful.
