What is EDMS?

An electronic document management system is a digital way to store the documents your business uses. Instead of filing away paper copies or storing documents on individual computers, it serves as a central repository for everything your organization needs to operate. Used for internal document management, this type of software can handle all types of documents and keeps them centrally located for easy access.

How EDMS works

This system uses software to store and manage your documents, which can be scanned copies of paper documents or digital copies, such as attachments from emails. Digital copies are stored electronically, so you can access them on your computer whenever you need them. You can either use on-premise storage, where you use your own servers and storage solutions to retain the documents, or cloud-based storage through the EDMS you choose.

Common functions of an EDMS

The features EDMS software offers and the ease of use can vary. However, you can expect certain features and functions across the board when you use this type of software. Some of those features and functions include:

• Storing documents

• Document retrieval

• Creating new documents

• Digitizing paperwork

• File organization, including adding metadata

• Archiving

• Security features

• Access controls

• Document history

• Search functionality

• File sharing

Benefits of using an electronic document management system

If your company is currently using a paper management system, switching to an EDMS might seem like a major task, but understanding the benefits can help you determine if it’s worth the effort. Some of the benefits include:

• Time savings: EDMS lets you quickly retrieve files, in turn cutting down on manually digging through filing cabinets and making your workday more efficient.

• Reduced storage space: Digitized copies save you physical space compared to storing paper documents. For example, you could eliminate rows of filing cabinets to save money on your commercial space.

• Money savings: Storing files electronically reduces the need to purchase paper, ink, file folders and storage cabinets, and you’ll also potentially save on maintenance for your printers. Saving time on file management means you’re paying your employees to do essential work, rather than digging through drawers of files.

• Convenient centralized storage: You know where all your documents are stored, instead of going on a long search to find out where they’re stored. If your company has a document controller, this centralized storage makes their job easier.

• Easier access for collaboration: When all team members have access to the EDMS, they can collaborate more effectively. Everyone can retrieve the same documents, so you don’t have to wait for someone to send a copy to you. It also allows everyone to access the latest version of the document.

• Data security: Keeping paperwork in one location gives you more control over who accesses it. An EDMS has built-in security features that help you control access. Since the documents are digital, you don’t have to worry about them getting destroyed if your business has a fire, flood or other types of damage.

• Document use tracking: With an EDMS, you can see how different documents are used and changed. It adds another layer to document security, and it can help you evaluate your processes.

• Document storage compliance: Laws and regulations often stipulate how long you need to store certain documents, such as tax paperwork. An EDMS lets you store those documents safely and keeps them easily accessible. You can also make sure you store them for the proper amount of time to stay in compliance with record retention requirements.

• Operational continuity: Central storage allows access to documents individual employees work on. This can come in handy if an employee is gone unexpectedly. Other team members can access necessary files in their absence to keep the workflow moving.

How to use anEDMS

Efficiently using an EDMS can change how your organization handles information. However, the transition to digital document management requires thoughtful planning and thorough preparation. From selecting an EDMS that meets your needs to developing policies and processes, here are some steps to get you started.

1. Choose anEDMS

The selection process is an important first step for transitioning to an EDMS. Many companies offer free trials or demonstrations of their products, so you can test them out before buying one. Deciding factors might include:

• Features and functionality: Verify that it offers the functions you need to manage your documents effectively.

• User-friendliness: Your team is busy with their regular duties, so finding an EDMS that’s easy to learn and use helps them focus on those core responsibilities. Look for an intuitive program that’s logical and simple to follow.

• Security features: All types of files, from personnel files to proprietary information, need to remain secure. Investigate the built-in security features of each system you’re considering. Versatile access control features can also help you keep documents secure internally by restricting who sees them.

• Scalability: Ensure the system can handle your current document management needs, as well as possible expanded needs in the future.

• Support: Research what type of support the company offers, both for implementing the software and for troubleshooting down the road. Robust support can streamline your processes and keep things running smoothly.

• Cost: Your budget can be a factor in choosing an EDMS. Consider what’s included inintroductory prices. Some products increase in cost as you add more storage and users. Paying more often gets you additional features. Being clear on what you need can help you decide if the extra cost is worth it.

2. Develop use policies andprocedures

Writing policies and procedures related to the EDMS helps create consistency in how it’s used. It also increases organization and file security. Consider including key guidelines in your policies and procedures, such as:

• File naming conventions

• Folder and file organization and hierarchy

• Who has access to documents

• Sharing permission

• Confidentiality

• Data backup procedures

• Tagging and metadata

You might need to adjust those policies and procedures as you start using the program.

3.Train your team

Your team can use the EDMS more effectively and securely with employee training on the system. Some programs might come with training documents and resources. You can also create an internal training with a designated expert creating and delivering the material. Include the EDMS training in your new employee training. You might also hold refresher courses each year for all employees or additional training if any features or processes change.

4. Adddocuments to the system

Once your EDMS is set up, you’re ready to add your existing documents to it. If your team currently has electronic documents stored on their devices, they can upload them to the EDMS. For your physical paperwork, you’ll need to scan each document to create a digital version and add it to the EDMS.

FAQs about EDMS

Who needs an EDMS?

Most businesses can benefit from using an EDMS. No matter what industry you’re in, you likely have various documents you use. Having software to help manage the paperwork can help improve efficiency. Businesses with lots of important documents and a high level of employee collaboration onshared documents might benefit the most.

How can you ensure your data is safe in an EDMS?

Choose a reliable EDMS with features that work well for you. Keeping your hardware updated and performing software updates regularly can help reduce outside threats. Control who has access to the system, and establish guidelines for how to use it for additional security.