The Benefits of Electronic Document Management Systems

A systematic approach to document management is a key step toward improving your business processes, and boosting your company’s competitiveness. But, it’s not a straightforward matter of flicking the switch and getting everyone on board with the change. You’ll have to help every team understand how organizing your processes based on documents can boost their efficiency and productivity.

One of the primary advantages of an EDMS is that it eliminates the need to manage, store and retrieve physical files. This allows your team to recover storage space and other resources that could be utilized elsewhere. It also helps reduce the risk of lost files or misplaced paper files.

Furthermore, a lot of EDMS platforms are platform agnostic and allow 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 view how your document-driven processes are running at an 10,000-foot-high level.

A EDMS will also automatically maintain copies of every iteration of the document throughout its life cycle. This is crucial for ensuring compliance with the law and retention of documents. It also permits the imposition of an obligation to hold documents that will prevent them from being modified or deleted until the hold is lifted. This is a significant benefit over the DIY method of document management that many businesses employ using file-sharing services like Google Drive, Dropbox or Box which could quickly become inadequate for a growing and demanding business that demands robust file control and indexing capabilities.

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