Is your business ready for an EDMS?
An electronic-document management system (EDMS) is an off-the-shelf software and a document management portal and repository to manage electronic information within an enterprise.
The benefits of EDMS are numerous, just to name a few:
1- Reduced paper storage and filing requirements.
2- Improved document workflow within the organization.
3- Faster search and document retrieval capacity.
4- Improved redundancy and disaster recovery.
From a conceptual perspective, an EDMS consists of different features:
1- Document capture: This is the point of entry into the EDMS, such as scanners, fax, emails, email attachments, file uploads etc.
2- Document types: The different types of documents that have to be created, updated, and maintained throughout the documents lifecycles.
3- Document workflow: This is the process documents follow from one department (or employee) to another. It also determines the different flags that can be associated with documents at each stage; and consequently dictate the flow of the document.
4- Document policies and control: This process provides different user and document access and control levels according to user and/or company policies.
When it comes to choosing and implementing the right EDMS for your business, you need to consider the following factors:
1- User adoption: This is probably the biggest implementation challenge. If your employees do not buy into the value and implementation of the chosen EDMS, then it’s of no value. When considering EDMS packages, audit your existing processes and systems in order to understand how an EDMS can help you.
2- Integration: Some EDMS will integrate with your existing CRM and accounting applications and some won’t. Integrated EDMS are of course better, because they reduce information silos, provide a better user experience, and they easily integrate with existing workflows.
3- Cost: This goes without saying, depending on the scope of the project, the cost can substantially vary especially when you factor in soft costs, such as implementation and training.
4- Compliance: You must ensure that your EDMS meets, if not exceeds, your existing paper-based compliance and regulatory requirements.
Any EDMS implementation starts with a well-planned strategy. That is why it’s essential for you to seek the advice of an IT expert that will help you analyze, plan, and implement the EDMS that is right for your business. Give us a call and we will be happy to discuss your requirements.