Whether it is vector images, tax documents, invoice copies, or photographs, dealing with paperwork constantly piling up can be an absolute nightmare. Luckily, the old-fashioned way of storing your documents in temperature-controlled rooms is behind us. The future is in EDMS – an electronic document management system. EDMS is a straightforward way to keep documents safe, track them, and easily access them in one contained system. Deciding whether your business needs an EDM system depends on numerous factors. By the end of this article, you’ll understand the essence and benefits an electronic management system can have on your business.
An Overview of EDMS
An electronic document management system (EDMS) is a software setup that stores and organizes documents. This type of organizational system takes care of digital rather than paper documents. An EDMS is efficient for storing a large volume of documents, and many of them contain retrieval features.
Most electronic document management systems come with the following tools:
- Tracking system activity and document history
- Internal and external file sharing
- Full-text search and metadata management
- Complete controlled access over the files
- Available searches across multiple platforms
- Centralized document storage
Before getting into the details about EDMS, it’s important to note the difference between this and content management systems (CMS). Some business owners may think they’re interchangeable, but the latter focuses more on handling web-related content.
How Can Your Business Benefit From Implementing an EDMS
Before you make the call and choose an EDMS for your business, here are the top four considerations you should bear in mind first:
A user-friendly interface has many advantages. One of them is making the process of training new employees easier and relatively straightforward. It can also help their trainers, as they can manage the entire training cycle and have a better insight into the final results.
Training is not the only benefit. A desktop and mobile-friendly interface contributes to higher staff retention and increased sales.
Naturally, once you implement an EDMS, you don’t want to spend a whole day figuring out how to proceed and get the hang of simple functions. The aim here is to adapt to the interface as soon as possible.
The Software Aligns With Business Goals
The ultimate goal of implementing an EDMS in your workplace is that it aligns with your business goals. Here are some general tips to help you decide whether an EDMS suits your company.
- Pinpoint your business’ major problems and have an initial idea of what software you need.
- Take the time to define the basics, departments, and document types that will most benefit from the software.
- Prioritize your needs instead of software features. The real focus should be on upgrading your workflow and not getting carried away by some of the cutting-edge features of the EDMS.
- Focus on communication with your employees. As a loyal employer, leave room for feedback from the rest of the office. Some might provide valid points about choosing one EDMS for your business over another.
Regardless of your industry, a top concern is protecting sensitive data. When considering an EDMS for your business, you should look into its specific security features like firewalls, biometrics, passwords, data encryption, etc. This way, you ensure that only authorized members will access sensitive data. Also, if your information is breached, you’ll have safety measures in place.
Relying on access control of information in your processing system is crucial because, when implemented efficiently, it significantly reduces the risk of unauthorized access or data breach by third parties. Companies should have control over access to manage, research, and backup documentation, and it’s equally important to be allowed to change it as needed.
The Benefits of an EDMS
There are numerous benefits to implementing an electronic document management system in your workplace. Here are the most important reasons for investing in this system:
In business, time is of the essence, and an EDMS’s efficiency when processing documents translates into increased employee productivity. These systems also quickly adapt to business environment changes, contributing to flexibility, competitiveness, and improved client relations.
One of the main features of an EDMS is that content access is simple and quick. This way, documents gathered from different sources can be accessed from various locations and devices. Businesses collaborate better when document sharing can contribute to greater visibility and improved workflow monitoring.
Backup and Disaster Recovery
The digitalization of documents means that it’s easier to have a successful recovery plan in place. Since the EDMS provides data backup and recovery, businesses can rest assured that their documents are protected from disasters like floods and fires.
Similarly, employees spend up to 25% of their business day on document searches. However, having a proper document management system can minimize wasted time. The EDMS backup features allow employees to track their documents using various criteria.
Regardless of the business, document security is crucial. One of the goals is to keep your sensitive data protected. An EDMS enhances document security, ensuring only approved eyes see the details stored. This system allows complete control over who has accessed the documents, when, and from where, leaving an electronic trail.
Improve Your Workflow With Buckmaster Office Solutions
Electronic management document systems are the future of business. They help companies gather, analyze, and store relevant information without compromising safety. Different types of systems can be tailored to your business goals.
Before you decide whether your business needs an EDMS, you should consider critical factors such as having a user-friendly interface, software alignment, security options, and controlled access.
These unique business tools offer numerous benefits, from productivity increase and enhanced security to improved collaboration.
If you’re set on improving business workflow, Buckmaster Office Solution can provide the necessary products and services. We offer leading technology products that elevate your business, decrease unnecessary costs, and increase profit.
If your business is in the Sacramento area, feel free to reach out to us. One of our representatives will get back to you promptly.