The Benefits of Electronic Document Management Systems

A systematic document management strategy is an essential step towards improving your business processes and improving your business’s competitiveness. However, it’s not a simple task of flicking a switch and getting everyone onboard with the new approach. You’ll need to help every team understand how organizing your processes based on documents can boost their productivity and efficiency.

An EDMS removes the need for physical files to be saved and managed before being returned. This allows your team to regain storage space and storage space that can be used for other purposes, decreases the potential for lost files (or papers being misplaced) and reduces the necessity of committing staff time and funds to maintaining an organized system of well-organized documents.

Many EDMS platforms are also platform agnostic, allowing teams to collaborate on desktops or mobile devices without the risk of compromising data integrity, document control, or content access. They also provide real-time monitoring tools that are easy to understand and allow you to assess how your document driven processes are running at an 10,000-foot-high level.

A EDMS will also automatically store copies of every iteration of a document throughout its entire life cycle. This is crucial to ensure compliance with legal regulations and document retention. It will also allow the imposition a legal hold that will prevent files from being deleted or altered until the hold is removed. This is a major advantage over the DIY approach to document management that many organizations employ using file-sharing applications like Google Drive, Dropbox or Box that can become inadequate for a growing and demanding business that demands the most robust control of files and indexing capabilities.

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