The Benefits of Electronic Document Management Systems

A systematic approach to document management is an essential element in optimizing your business processes, and boosting your organization’s competitiveness. It’s not as easy as pressing a switch and getting everyone to accept the change. You’ll need to help each team understand how the process of document-driven systems will increase their productivity and efficiency.

One of the most obvious benefits of an EDMS is that it eliminates the need to manage, store and retrieve physical files. This lets your team make use of storage space and other resources that can be used elsewhere. It also reduces the risk of losing files or loosing paper files.

Many EDMS platforms also are non-platform agnostic, which allows teams to collaborate from desktops or mobile devices, without risking data integrity, document control, or content access. They also offer real-time monitoring capabilities that are easy to comprehend and let you know how your document-driven processes are performing at a 10,000-foot height.

A EDMS will also automatically maintain copies of each iteration a document throughout its entire life cycle. This is crucial for legal compliance policies and document retention. It will also enable the imposing of legal holds on specific files, which will stop them from being modified or deleted until the hold is lifted. This is a major advantage over the DIY method of managing documents that many organizations employ using file-sharing applications such as Google Drive, Dropbox or Box, which can quickly be insufficient for a booming and demanding company that requires the most robust control of files and indexing capabilities.