Electronic Document Management is used to track and store documents both print and photos and is often viewed as a component of content management systems. This system can be dated back to the 1980s when there was an increasing demand to manage paper-based documents. The earliest systems were either developed to manage proprietary file types, or a limited number of file formats, but many were later referred to as document imaging systems.
The EDM systems concept is to act as an all in one, stand alone system that performs all the tasks necessary to manage the entire electronic documents of an organisation. To achieve this, electronic documents management systems (EDMS) must possess certain attributes to deal with the requirements of a demanding business. The transition from paper based systems to an electronic based system requires certain functionally from the EDMS to perform these tasks effectively.
Document managing systems also provide: Metadata (When storing a piece of data, Metadata may typically state details such as the date of which the document was stored and the author of the document), integration, capture (When capturing the data of a document Optical Character Recognition software is often used to convert digital images into readable text), indexing (this is used to track of document identifiers or classification through the metadata), storage, retrieval, distribution, security, workflow, collaboration( this allows for documents to be retrieved and worked on by authorised users), versioning (this allows users to retrieve previous versions of a document to view or modify), searching and publishing.
Document Retrieval
The retrieval of documents process is made quick and efficient by assigning Meta data to each file to enable quick and safe filing and tracking. Meta data typically includes the date, and identity of the user. In addition to these basic details EDM systems attach other tags to enable retrieval of information by searching by keywords and the system will perform indexes of files to make this possible.
Workflow
Workflow applications ensure that documents are forwarded to the appropriate user automatically at specified times, alerting the user of the necessity to process them. This system ensures the smooth flow of documents through the enterprise.
Precautions
Sensitive information and company detail security is vital in any organisation. EDM systems ensure that access to the system is restricted only to those with the correct access permissions, both to ensure the integrity of data and to reduce the number of documents presented to the user only to those documents that are relevant to his or her role.
Advantages of Electronic Document Management
Here are just a few of the advantages gained when using Electronic Document Management:
- Improve customer satisfaction. Answer telephone queries promptly instead of searching for elusive paper files and making costly return calls.
- Access your information, anywhere, anytime. You can access your data remotely, from any Internet-enabled PC in the world.
- Confidential information is protected. The system allows secure access to data within the limits of any job function.
- Track system activity. Audit trails track the life history of records, and monthly accounts can be produced for you to review quickly and easily.
- Comply with regulations. The system helps you ensure compliance with any legal requirements.
- Reduce the risk. Files and records are safely backed up for easy recovery in case of disaster.
- Save time. Retrieval takes seconds, even if you hold millions of records.
- Save space. You can release costly office space currently taken up by filing cabinets and archives.
- Save paper, save trees. Reducing your paper workflow is more energy efficient and environmentally friendly.
With the use of Electronic Document Management, you will be able to increase your overall efficiency and productivity. It is the must have system for all companies small and large as the benefits of this instalment are unprecedented. With EDM systems the benefits to a company are not just with the software and the processes with workflow of documents but also include saving space as you can release costly office space previously taken up by filing cabinets and archives. Also it is environmentally beneficial, by reducing the paper workflow is more energy efficient and environmentally friendly by saving paper and therefore saving more trees.
First Choice is a specialist in Electronic Document Management and provides expert advice to all companies who are wanting to install the EDM system into the office. First Choice Business Systems also offer an extensive range of Xerox printers and hardware.
View our EDM - Frequently Asked Question's here »