A document management plan that is well-organized is essential to maximizing your company’s competitiveness. However, it’s not a simple task of flicking the switch and getting everyone on board with the change. It’s important to help everyone understand how integrating your processes based on documents can boost their productivity and efficiency.
One of the most obvious advantages of an EDMS is that it does away with the need to manage, store and retrieve physical files. This allows your team to regain storage and storage space that can be used for other purposes, decreases the possibility of losing files (or papers being misplaced) and reduces the need to devote staff time and funds to maintaining an organized system of structured documents.
Furthermore, many EDMS platforms are platform-agnostic and enable teams to collaborate on projects using desktop or mobile devices without losing data integrity, document control, or access to content. They also provide real-time monitoring tools that are simple to understand and allow you to see how your document-driven processes are performing at the 10,000-foot level.
A EDMS will also keep copies of every iteration of the document throughout its life cycle. This is essential to ensure compliance with legal regulations and retention of documents. It will also allow the issuance of a legal lock that will prevent documents from being altered or deleted until the hold is lifted. This is a major advantage over find here the DIY approach to document management that many businesses employ using file-sharing apps like Google Drive, Dropbox or Box that could become insufficient for a rapidly growing and demanding business that demands the most robust control of files and indexing capabilities.