A document management system that is systematic is the key to optimizing your business and increasing your organization’s competitiveness. It’s not as simple as flipping a button and getting everyone to accept the change. It’s important to help each team understand how systematizing your processes based on documents can boost their productivity and efficiency.
An EDMS removes the need for physical files to be saved and managed, as well as recovered. This allows your team to make use of storage space and other resources that could be utilized elsewhere. It also reduces the chance of losing files or loosing paper files.
Furthermore, a lot of EDMS platforms are platform independent and allow teams to collaborate on projects from desktop or mobile devices without losing data integrity, document control or content access. They also offer real-time monitoring capabilities that are simple to comprehend and let you know how your document-driven most secure email providers processes are working at a level of 10,000 feet.
A EDMS will also automatically store copies of every iteration documents throughout their entire lifecycle. This is essential for legal compliance policies and document retention. It will also allow the enactment of a legal hold that will prevent files from being altered or deleted until the hold has been removed. This is a significant advantage over the DIY method of document management that many businesses employ using software for sharing files such as Google Drive, Dropbox or Box which could quickly become inadequate for a growing and a growing business that requires robust file control and indexing capabilities.