A comprehensive document management plan is a key step toward improving your business processes, and boosting your business’s competitiveness. It’s not as easy as pressing a button and ensuring everyone accepts the change. You’ll need to help each team understand how systematizing your document-driven processes can improve the efficiency and productivity of your team.
One of the most obvious advantages of an EDMS that it does away with the need to store, manage and retrieve physical files. This can help your team gain storage and storage space that can be used for other purposes, decreases the risk of lost files (or the possibility of a paper file getting lost) and eliminates the necessity of committing employees’ time and budget to maintaining an organized system of structured documents.
Furthermore, many EDMS platforms are platform independent and allow teams to collaborate on projects using desktop or mobile devices, without losing data integrity, document control, or access to content. They also offer real-time monitoring tools that are easy-to-understand and let you see how your document-driven processes are performing on an aft-level of 10,000 feet.
Furthermore an EDMS will automatically store copies of every iteration of a document over its lifecycle, which is essential for legal compliance and document retention policies. It also permits the imposition of legal holds on specific documents, which prevents them from being altered or deleted until the hold is lifted. This is an advantage over the DIY document management approach that many companies employ with file-sharing applications such as Google Drive or Box. These apps can quickly become insufficient for a company which requires a solid file control and indexing abilities.
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