Imagine yourself in a room where there are dozens of cabinets, each covered from top to bottom with folders stuffed with important documents. Now, think for a while, how would you get through this mess. There is no arguing with the fact that searching for one set of papers relevant to your business isn’t a cakewalk. Unless these files have been organized by someone with care bordering on the obsessive.
Undoubtedly, this is where an electronic document management solutions come into play. This will help you bring a few steps closer to the paperless office work. Within a single deployment, you will access a world of modernization and the most effective strategies.
Understanding Electronic Document Management Solutions
Coming to the definition, EDM is a system where all paper-based information is converted into electronic data and then stored on a system and later on, made fully available to the employees working there.
Reasons to Adopt Electronic Document Management Solutions
Following is the list of reasons to adopt digital document management solutions.
1. Creates Manageable Information: Needless to say, EDM system doesn’t include any physically processing, storing, and retrieving documents that are paper-based. EDM helps to organize all the information in one central database. With this, you can search for information at your fingertips and stop dealing with disorganized papers and duplicate files.
2. Makes Data Easily Accessible: With the help of electronic document management solutions, documents can be accessed from any computer, or even multiple computers quite easily within the department. Unlike a traditional file, there is no need to worry about requesting, delivering, or retrieving electronic data.
3. Easy Sharing: Let’s consider a scenario where have to share a file for review in a group. What will you do? You make duplicate documents, and later on send them to each group member and wait to review it and send in feedback. That’s what we all do. However, with respect to Electronic document management solutions, the things are quite different. It helps to streamline the entire process and then makes a review of a particular document in a quick way without altering the original version. As a result, it will help to eliminate duplicate documents.
4. Cost-Effective: Electronic document management helps a company to reduce costs with respect to toner, paper, ink, and maintenance of photocopying machines. Furthermore, organizations can also save money and can be spent on filing cabinets, storage supplies and the real estate required both onsite and offsite in order to manage documents.