A well-planned document management strategy is a crucial step in improving your business processes and increasing your business’s competitiveness. However, it’s not a easy task of simply flipping the switch and bringing everyone in with the change. You’ll have to help everyone understand how integrating your document-driven processes can improve the efficiency and productivity of your team.
One of the primary advantages of an EDMS is that it does away with the need to store, manage and retrieve physical files. This helps your team regain storage space and storage space that can be used for other purposes, reduces the potential for lost files (or the possibility of a paper file getting misplaced), and alleviates the requirement to allocate staff time and funds to maintaining an organized and well-organized documents.
Additionally, many EDMS platforms are platform-agnostic and enable teams to collaborate on projects using desktops or mobile devices without losing data integrity, document control or access to content. They also offer real-time monitoring capabilities that are easy to understand and let you see how your document-driven processes are performing at a level of 10,000 feet.
Additionally, an EDMS will automatically store copies of each iteration of a particular document throughout its life cycle This is crucial to legal compliance and document retention policies. It will also allow the enactment of a legal hold that will prevent files from being deleted or altered until the hold has been removed. This is a significant advantage over the DIY document management approach that many organizations use with file-sharing software like Google Drive or Box. These applications can quickly become insufficient for a business which requires a solid file control and indexing capabilities.