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By Johnathan Cunnings
Improving document workflow, retrieval, storage, and management are the several man benefits of using an electronic document management system (EDMS). Any organization will benefit tremendously from the amount of time and money saved by such a system. It will help streamline operations and routines to increase overall productivity.
Manuals document management systems have been out of date for a very long time now. Many organizations, both big and small, have begun to drop their manual document management systems in favor of the more high-tech EDMS.
Below are some of the reasons on how an EDMS can help improve an organization’s overall performance.
Saves on resources that can be used elsewhere
One thing that is true for all organizations is that their paper work will only keep piling up. Spending money on commercial space, paper, and storage costs an organization a lot of money. EDMS gets rid of all these problems.
Organizations do not have to spend money on paper as the documents are electronically stored within the system. While an EDMS does take up a lot of space, it will still take up less space than the equivalent amount of hard copied documents. The extra space no longer used for storage can be used to accommodate more employees or other important pieces of equipment.
Improves document workflow
A lot of modern EDMS have a built in feature that helps an organization manage its workflow process. This can help streamline the entire routine to make the whole operation run more smoothly. The automated workflow processing of documents also makes sure that the proper documents are sent to the right employees.
Document workflow optimization is very important in any organization. It is one of the few things that can cost a business a lot of money in the long run if done incorrectly. An EDMS not only helps in getting the job done, but it also helps minimize error. The less mistakes are made the more money is saved.
A self-updating archive for documents
One of the biggest problems within an organization is that documents need to be retrieved and updated. This can lead to misplaced or lost documents. A good EDMS is a sure fire way to eliminate this sort of dilemma.
One of the great things about having an EDMS put in place is that it records a lot of activity. An EDMS records when a document was first made and who made it. Upon storage, the EDMS records all people who access the files, which one of them edits it, and when all of these were done.
This feature provides an excellent way for organizations to keep an eye on their most sensitive documents. It also serves as a good way of tracing responsibility. Employees can no longer point fingers at one another for their mistakes as the EDMS keeps track of all activities with regard to a particular document.
From storage to document workflow, a properly implemented EDMS will ensure that an organization’s operations will run smoother than it did before.
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