An Electronic Document Management System (EDMS) is a software system for organizing and storing different kinds of documents. This type of system is a more particular kind of document management system, a more general type of storage system that helps users to organize and store paper or digital documents. EDMS refers more specifically to a software system that handles digital documents, rather than paper documents, although in some instances, these systems may also handle digital scanned versions of original paper documents.
An electronic document management provides a way to centrally store a large volume of digital documents. Many of these systems also include features for efficient document retrieval.
There are many ways that a proper electronic document management system can benefit your company, but here are a few of the more noticeable ones:
A 4-drawer filing cabinet typically contains 8-10,000 pieces of paper, occupies 0.7 square meters (7.5 square feet) of precious office space, and takes around 100 valuable staff hours to fill. By the time it is full, many documents will not have been retrieved since they were first filed: as many as 1 in 10 will be missing or in the wrong place: and once full, it is a costly and inefficient chore to weed out old files – either for archiving, or for destruction. And a misfiled piece of paper is as bad as a lost piece of paper: in both cases, the information is not available.
The switch to electronic documents can be a tremendous cost-saving opportunity for most companies. The cost for filing cabinets, supplies and the real estate required to store them on site is substantial. If a company uses an off-site storage facility the cost to store and retrieve files is equally expensive. Add to this the cost for filing clerks and the downtime required to find specific files and the price of a manual filing system is substantial. With digital systems, there is a cost for the scanning and filing technologies, but once digitized, the cost for data storage is quite low.Contact Us To Find Out How We Can Save You Money!