Many organizations have to deal with a huge amount of sensitive documents. With an EDMS they can automate a number of document-related tasks thus freeing up valuable time and resources that can be better utilized on more strategic procurement decisions and enhancing customer relationships.
A document management system helps businesses comply with the regulatory requirements by making sure that documents are stored, managed, and eliminated according to guidelines set forth by the organization. This allows employees to quickly access the information they require minimizes the risk of penalties for non-compliance and legal action, and improves overall productivity.
One of the most important features an EDMS should have is the capability of capturing and imaging, which permits users to upload images of physical documents to the system or process digital files with optical recognition software. After the capture, the EDMS will structure the files and mark them with metadata, making it easy for authorized users to find and retrieve them.
A EDMS should also allow for an intuitive and instinctive management of files, with the capability for them to be organized into logical folders and standard naming standards. The EDMS must also feature a search feature that allows the files to be quickly located. Finding the unique identifier for documents is a simple way to retrieve it. More advanced searches can combine the identifying code with other metadata in order to return a matching list of files.
Finaly, an EDMS must provide real-time collaboration capabilities for team members, so that they can collaborate on shared files on any device. This helps reduce the amount of time spent waiting for new files and allows for better communication between team members.