The Benefits of Electronic Document Management Systems

A systematic approach to document management is a crucial step in improving your business processes, and boosting your business’s competitiveness. It’s not as easy as pressing a switch and convincing everyone else to accept the change. You’ll need to assist each team understand how systematizing your document-driven processes can increase their efficiency and productivity.

One of the biggest advantages of an EDMS is that it does away with the need to manage, store and retrieve physical files. This can help your team gain storage space and storage space that can be used for other reasons, reduces the risk of lost files (or paper files being lost), and alleviates the need to dedicate staff time and funds to maintaining an organized system of structured documents.

Many EDMS platforms also are platform agnostic, allowing teams to work from desktops and mobile devices, without compromising the integrity of data, document management or access to content. They also offer real-time monitoring tools that are easy to understand and allow you to assess how your document-driven processes are working at the 10,000-foot level.

A EDMS will also automatically maintain copies of each iteration of documents throughout their entire lifecycle. This is essential to ensure compliance with legal regulations and document retention. It also allows the imposition of an obligation to hold documents that will prevent them from being deleted or modified until the hold is lifted. This is a significant advantage over the DIY method of managing documents that many companies employ with file-sharing software such as Google Drive or Box. These apps could quickly become inadequate for a rapidly growing business that needs robust file control and indexing capabilities.

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