Frequently Asked Questions about Document Management Solutions
What is an Electronic Document Management System (EDMS)?
Electronic Document Management System (EDMS) is a software-based solution for efficiently organizing different types of information from different sources (including digitized paper documents) into an integrated electronic system (such as a database) for archival, administration, tracking and distribution purposes.
What are some of the benefits of EDMS for my organization?
- Increased productivity
- Fast and easy access to important information
- Increased savings in various operational costs
- Smaller physical storage spaces
- Workflow management efficiency
- Information management efficiency
- Compliance with government regulations for records keeping
- Archive purchase orders, invoices, delivery notes, agreements and customer correspondence in one central database
- Secure archive and access which reduces risk of loss
- Link data easily with most CRM solutions, accounts systems,
SAP, ERP, etc
- Reduction of administration times i.e. customer queries
How do I decide which EDMS technology best suits my company?
Keep in mind the following to determine your organization’s requirements:
- The object population involved in the system you need.
- The factors and needs involved in the input and output of the data/ information.
- The process needed from conception to destruction of your document management system.
Also, when comparing different solutions, narrow down each component on the following list, and rate them according to how they answer your specific needs:
Initial and Long-Term Cost
Vendor/ Manufacturer’s reputation and stability
Functionality
Market Penetration
User interface
Personal Preference
Your Special Requirements
Is an EDMS solution really necessary for my company?
In some cases, an EDMS solution may not be a necessity, but this depends on how your current operating system accommodates high-level document management. It may turn out to be counter-productive to be spending extra time calibrating and maintaining your present system to meet your company’s requirements. If so, it may be worth looking into an EDMS package for your company.
Aren’t EDMS solutions expensive?
Some EDMS solutions can be expensive, offering a wide range of features integrated into the package. However, smaller programs with more specialized features are also available from many providers, and by finding out which ones offer the particular features that suit your company’s requirements, you can narrow down your choices to less expensive alternatives.
Also, don’t overlook the importance of technical support from your EDMS provider, especially if you are relatively inexperienced in document management. Choose an EDMS on a UK-based server, and consider a provider that offers good online or phone support.