A systematic document management strategy is an essential step towards improving your business processes and increasing your business’s competitiveness. It’s not a straightforward matter of flicking a switch and getting everyone onboard with the new strategy. You’ll need to guide individual teams understand how the systematization of your document-driven processes will increase their efficiency and productivity.
One of the most obvious advantages of an EDMS is that it eliminates the necessity to store, manage and retrieve physical files. This allows your team to reclaim storage space and other resources that could be used elsewhere. It also minimizes the risk of lost files or lost paper files.
Furthermore, a lot of EDMS platforms are platform independent and allow teams to collaborate on projects using desktop or mobile devices without losing data integrity, document control or content access. They also offer real-time monitoring capabilities that are easy to understand this post describes well and allow you to view how your document-driven processes are working at a 10,000-foot scale.
Additionally an EDMS will automatically maintain copies of all iterations of a specific document throughout its life cycle that is crucial for legal compliance and document retention policies. It also allows the issuance of a legal lock that will prevent documents from being altered or deleted until the hold is removed. This is a significant advantage over the DIY method of document management that many organizations take with software for sharing files such as Google Drive, Dropbox or Box that could become insufficient for a rapidly growing and demanding business that demands the most robust control of files and indexing capabilities.
