What is Electronic Document Management?
Document Management Systems create a central repository to allocate all digitally mastered documents like scanned papers or emails. Finding a document is made easy with all the information conveniently stored in a single location.
What Does It Do?
Document Management Systems help streamline business processes, ensure compliance to government regulations, and facilitate collaboration and disaster recovery strategies.
Unlike a paper filing system that can only be indexed by a single field, usually by an alphabetical order or a numeric order, Document Management systems allow documents to be organized by multiple index fields. For example, a file can be referenced by all of the following fields: client name, account number, address, account type, and even the date the order was received. You only need one of these pieces of information to find the client file you are looking for.
Document Management Systems also allow collaboration between users to access a file from the same source. Using this system, multiple users can access the same document simultaneously through the EDMS without creating a redundant copy of the same document. Adding a note or comment to the document becomes a snap, allowing other users to view the notes and comments from their own desktop screen as they are created.
In this age, security issues and privacy issues are a paramount concern for businesses. Apart from ensuring compliance to government regulations, Document Management Systems also ensure that files are password protected. Any unauthorized access attempts are logged for the system administrator to review.
Document Management Systems also enforce a records retention program, purging all records that have passed the statute of limitations, thus reducing legal liability.
For multiple offices, home offices, or field staff, Document Management allows users to have remote access, giving them the ability to securely retrieve necessary information over the Internet or through a VPN (Virtual Private Network) connection.
Paper documents are always vulnerable to natural disasters such as theft or fire. Document Management Systems minimize that risk by allowing an offsite back-up of the paper documents to ensure continual operation of business even if a disaster strikes.
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