The Benefits of Electronic Document Management Systems
A document management system that is well-organized is essential to maximizing your company’s competitiveness. It’s not as easy as simply pressing a button and ensuring everyone accepts the change. You’ll need to help individuals understand how the process of document-driven systems can improve their efficiency and productivity.
One of the most obvious benefits of an EDMS is that it removes the need to store, manage and retrieve physical files. This helps your team recover storage space and storage space that could be used for other purposes, reduces the risk of lost files (or a paper file being misplaced) and also eliminates the need to devote the time and resources of employees as well as budgets to maintaining a system of well-organized and structured documents.
Moreover, many EDMS platforms are platform agnostic and enable teams to collaborate on projects from desktops or mobile devices without losing data integrity, document control, or access to content. They also offer real-time monitoring tools that are easy to comprehend and allow you to see how your document-driven processes are running at an aft-level of 10,000 feet.
Furthermore an EDMS will automatically store copies of all iterations of a specific document throughout its life cycle This is crucial to legal compliance and retention policies for documents. It will also permit the imposition of a legal hold that will prevent files from being altered or deleted until the hold has been lifted. This is a significant advantage over the DIY method of document management that many companies employ with file-sharing applications such as Google Drive, Dropbox or Box that could become inadequate for a growing and demanding business that requires robust file control and indexing capabilities.