A systematic approach to document management is a key step toward optimizing your business processes and boosting your organization’s competitiveness. It’s not as simple as pressing a switch and ensuring everyone accepts the change. You’ll need to assist individual teams understand how the process of document-driven systems will benefit their productivity and efficiency.
One of the primary advantages of an EDMS is that it removes the need to store, manage and retrieve physical files. This lets your team reuse storage space and other resources that could be used elsewhere. It also minimizes the risk of lost files or misplaced paper files.
Moreover, many EDMS platforms are platform agnostic and allow teams to collaborate on projects from desktop or mobile devices, without losing data integrity, document you can check out the link control, or access to content. They also offer real-time monitoring tools that are easy to understand and allow you to view how your document driven processes are performing at an aft-level of 10,000 feet.
A EDMS will also automatically keep copies of each iteration a document throughout its entire life cycle. This is essential for compliance with legal requirements and document retention. It also permits the imposition of an obligation to hold files that prevents them from being deleted or modified until the hold is lifted. This is a significant benefit over the DIY method of document management that many businesses employ using file-sharing apps like Google Drive, Dropbox or Box that could become insufficient for a rapidly growing and demanding company that requires an extensive file control and indexing capabilities.