Seven Benefits of Moving to Electronic Document Management System (EDMS)
Many companies today large and small are still stuck working in a paper-based office.
With significant technical, financial and operational obstacles to overcome, implementing Electronic Document Management systems isn’t an easy project; however there are significant benefits to be had once these systems are in place.
We have identified 7 key benefits of moving to an Electronic Document Environment System (EDMS) which may help your organisation make the transition:
1. SECURITY
Documents are vital IP assets and protecting these should be top of your list.
Effectively securing your documents, especially regulated content, provides protection from unauthorised access and the associated risks.
In our ever changing technology based world it is imperative to have adequate security and control over all of your documents in order to sustain and grow your organisation.
Achieving this through paper or networked file share based document management systems is extremely challenging. Being able to clearly show custody and traceability of documents is a regulatory requirement, and EDMS can help businesses comply through the use of audit trails, traceable and granular security controls.
Challenges securing paper documents
- Difficultly in editing and updating documents
- Misplace or inadvertently destroy important documents
- Documents can be stolen by an intruder or even an employee
- Accidental fire or arson could wipe out your files
- Flooding can cause unprecedented damage to your offices
- Access limitations due to location of documents
- The time and cost of filing and searching for documents
- Easily accessed by unauthorised users
Challenges securing documents on file servers
- In today’s age of inter-connectivity, the potential for security breaches has multiplied, making it easier for outsiders to infiltrate company IT infrastructures.
- Easier for people within the organisation to commit a privacy breach (either on purpose or accidentally).
- A virus could corrupt your system
- Employees forgetting to pick up their documents from the printer/MFD output tray, leaving them exposed to anyone who happens to walk by.
2. VERSION CONTROL
How often have you wondered if you are looking at, working on, or emailing an important client the latest version of a document?
It is important to keep a clear record of how the document was created, developed and changed over time, however in the world of paper, file shares and email it can be challenging as there is no built-in version control.
An EDMS has built in version control which allows you to automatically version documents and ensure that full document history is available.
3. COLLABORATION
EDMS helps multiple people work together on the development of a single document, track changes, capture key decisions, review and approval of final version. Eliminating problems associated with multiple copies of documents, and the need to distribute copies via email.
4. REDUCED EMAILS
Electronic Document Management Systems remove the need to distribute content via email, removing the security and storage burden and improving control over regulated content.
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