ELECTRONIC DOCUMENT MANAGEMENT SOLUTIONS
As modern business becomes global, it is vital that your documents, digital contents and sensitive information keep up with you. The Electronic Document Management System makes that easier than ever, allowing you unprecedented freedom, simplicity, flexibility and security to manage and work on your documents from any location within your company premises and even anywhere in the world. Any authorized persons, customers, vendors, partners or employees can create, view, edit, share, control, manage and share or collaborate on documents safely and securely on the system anytime and anywhere in the world.
An Electronic Document Management System (EDMS) is a solution that manage storage of documents in a way that facilitates convenient retrieval of a particular document when needed and ensure security and safety of documents with the dual objectives of preventing unauthorized access to documents and allowing recovery from physical damage or loss of documents.
Also, EDMS help your employees save time by finding the right information exactly when it’s needed. Empower your teams to access, share, enrich, and store high quality content in a single place. It also manages all of your organization’s documents and valuable intelligence in a secure archive that spans the entire company. Create, distribute, and improve records within team collaborative workspaces while ensuring proper approval and reviews with positive workflow.
BENEFITS OF ELECTRONIC DOCUMENT MANAGEMENT SOLUTION
75% Cost Reduction on Stationaries: Managing the sizable volume of documents generated in the course of business is expensive. In a paper-based system, paper, ink, file folders, filing cabinets, filing staff, logistic and other requirements cost money. Even in an electronic system, you need computers, storage media, and system-administration staff. Electronic document management systems immensly reduce these costs by meeting all document-related requirements (outlined above) in a well-planned manner.
Convenient & Quick Retrieval: Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound EDMS is in place. Convenient and quick retrieval is one of the key objectives of having an electronic document management system in your business organization.
Improving Workflow: Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned and efficient EDMS tremendously enhance the movement of documents and significantly speed up business processes.
Document Security: Maintaining documents becomes absolutely necessary to meet many different requirements. Documents can contain business secrets and other confidential data, such as product formulas or employees’ personal details. If unauthorized persons gain access to these documents, it can lead to business damage or legal damages. An EDMS ensures that only authorized persons can access particular documents.
Version Control: Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. An EDMS can eliminate the chaos that can otherwise result when attempting to locate a particular version.
Regulatory Compliance: The benefit here is one of avoiding trouble, which can be serious enough to shut down the business. Government regulations require maintenance of different kinds of data and documents, and the requirements are often very complex. A good EDMS will help ensure compliance with the rules, using such means as checklists, standard forms, and automatic organization.
Improved disaster recovery: EDMS contains business critical documents and has its own disaster recovery plan that allows the documents to be restored in the event of significant disruption or disaster for the business.
Enhanced Competitiveness: By improving business processes, reducing costs, and preventing serious losses, an EDMS can actively contribute to business competitiveness.
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