A systematic document management strategy is a key step toward optimizing your business processes and boosting your company’s competitiveness. It’s not as simple as flipping a button and ensuring everyone accepts the change. It’s important to help everyone understand how integrating your document-driven processes will increase their productivity and efficiency.
One of the biggest advantages of an EDMS is that it eliminates the need to manage, store and retrieve physical files. This allows your team to recover storage space and other resources that could be used elsewhere. It also helps reduce the risk of lost or misplaced paper files.
Many EDMS platforms also are open to different platforms, allowing teams to collaborate using desktops or mobile devices without risking data integrity, document control, or content access. They also provide real-time monitoring capabilities that are easy to understand and let you know how your document-driven processes are running at a 10,000-foot level.
A EDMS will also keep copies of each iteration an document throughout its lifecycle. This is crucial for legal compliance policies and retention of documents. It also permits the imposing of legal holds on specific files that prevents them from being modified or deleted until the hold is lifted. This is a significant advantage over the DIY method of managing documents which many organizations employ with applications for sharing files such as Google Drive or Box. These apps can quickly become insufficient for a business which requires a solid file control and indexing abilities.
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