Let’s be honest: paperwork isn’t enjoyable. Nobody likes sifting through page after page of paperwork, and it’s too easy to lose track of it. When starting a new firm, there are a million details to attend to – making sure your paper records aren’t misplaced should be at the bottom. When you use a document management system, this is when it saves the day. If you haven’t already, start your company using one of these systems. However, converting to this sort of organization is feasible if you haven’t. To learn more about the advantages of implementing an electronic document management system (EDMS System) in your organization, continue reading.
What is an EDMS? – Electronic Document Management System
Let’s start with what it is and then go through how this essential tool enhances efficiency and can assist your company and workflow. An EDMS software that helps you organize and store various documents digitally. Consider it an improved, electronic version of a filing cabinet. Thousands of files can be readily managed and stored using an electronic document management system, allowing users to access documents when needed quickly.
How do they work?
A document management system works in a three-step method, which includes the following stages:
1. Document and Data Capture
Documents can be recorded from any source by taking a screenshot first. Paper documents are most frequently recorded using a high-speed scanner. Attachments can also be saved and retrieved using emails. These files may be acquired from emails by saving attachments. Metadata is often included in these captured documents to improve indexing on an EDMS System. This may consist of dates, themes, and keywords, as well as any other classification system that might be beneficial.
2. Centralize Document Storage
After scanning and indexing the documents, they must now be kept in digital form. To enable file sharing and real-time interaction, it’s usually critical that many people can access these digital records. This is where the benefit of centralized access becomes apparent. Documents may be accessed from anywhere using an EDMS, which can be set up for on-premises or cloud-based document storage services.
3. Document Retrieval/Distribution
The third stage is document retrieval, ideally on short notice. This is when the metadata that has been previously classified comes in practical – EDMSs use a search function to quickly bring up a document so you may have it on hand as soon as possible. EDMS provides for document sharing through email or the use of an app, allowing users to distribute files efficiently.
How Can an EDMS System Benefit My Company?
Let’s look at how an EDMS System may benefit your organization now that we’ve learned what it is and how it operates.
It allows your company to function more smoothly.
When dealing with a customer, it’s not great if they must contact you back or wait ten minutes to retrieve a file. Only so many hours in a day exist to accomplish everything; therefore, being able to access a document quickly may be pretty helpful.
There’s no doubt that you’ve gone to great lengths to find a file for which you were searching, whether it’s a business just starting out or an established one that has been operating for 20 years. This might have caused significant problems for your company in terms of employee confusion or money wasted, and it may have even embarrassed you in front of a customer. You can retrieve a file without having to sort through stacks of paper if you automatically add one to an EDMS. The chance of a paper file getting misplaced is reduced.
It is more cost-effective for your business.
What advantages does an EDMS system offer you? Isn’t it just a digital filing cabinet, after all? There are several advantages to digitizing papers electronically.
The first is that handling and finding paper files takes a long time. The money you spend on staff to file papers may be better utilized and redistributed towards more practical activities that help your company grow.
The second reason is that as your company grows, you’ll require additional filing cabinets and storage space. An EDMS eliminates the need for costly physical storage solutions.
It protects your business.
The safest technique to keep files is through an EDMS. The prime benefit is that you can trust them for your protection, which is far safer than keeping them in your email or hard drive and considerably safer than leaving loose papers. We’re all aware of the data breaches that have taken place in recent years, and an EDMS is designed to keep you safe and secure. An EDMS also includes an onsite backup in case both physical and digital copies of your work are destroyed.
It helps your company follow reasonable compliance procedures.
Choosing to keep your files in an EDMS is simple when it comes to following reasonable compliance procedures. There is frequently a set number of years in which you may keep records before you must dispose of them for legal or regulatory reasons. Keeping up with the period is simple when your documents are kept in an EDMS rather than tucked away in a garage or storage facility. An EDMS may also be used to erase digital files that are more than a set period old, ensuring your company is in good standing.
As we move further into the digital world, the demand for physical documents is decreasing. Many firms are moving to paperless operations for various reasons; not only is it better for the environment, but saving files online also boosts productivity, security, and potential collaboration possibilities. An EDMS streamlines your company’s operations and increases employee and client happiness.