A comprehensive document management plan is an essential step towards optimizing your business processes and increasing your business’s competitiveness. But, it’s not a simple matter of flipping the switch and getting everyone to agree to the change. You’ll need to help every team understand how organizing your document-driven processes can improve their efficiency and productivity.
An EDMS removes the need for physical files to be saved and managed, as well as retrievable. This lets your team make use of storage space and other resources that can be used elsewhere. It also helps reduce the risk of losing files or loosing paper files.
Many EDMS platforms are also platform agnostic, allowing teams to work from desktops and mobile devices, without compromising the integrity of data, document control or access to content. They also provide real-time monitoring capabilities that are easy to understand and allow you to view how your document-driven processes are working at a level of 10,000 feet.
Furthermore, an EDMS will automatically keep copies of all iterations of a particular document throughout its lifecycle This is crucial to legal compliance and document retention policies. It also allows the issuance of a legal lock that will prevent documents from being altered or deleted until the hold has been lifted. This is a major benefit over the DIY method of managing documents that many companies employ with file-sharing applications such as Google Drive or Box. These apps could quickly become inadequate for a rapidly growing business that needs robust file control and indexing abilities.
