A well-planned document management strategy is an essential step towards improving your business processes and increasing your organization’s competitiveness. It’s not as easy as pressing a button and enticing everyone to accept the change. You’ll need to help teams understand how implementation of your document-driven procedures 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 helps your team recover storage space and storage space that can be used for other purposes, reduces the possibility of losing files (or a paper file being misplaced), and alleviates the need to dedicate employees’ time and budget to maintaining a system of well-organized and structured documents.
Furthermore, many EDMS platforms are platform independent and enable teams to collaborate on projects using desktop or mobile devices, without losing data integrity, document control, or content access. They also offer real-time monitoring capabilities that are easy to understand and let you see how your document-driven processes are performing at www.dataroomdvd.com/the-one-thing-you-should-consider-when-looking-for-a-data-protection-service-provider a 10,000-foot level.
A EDMS will also keep copies of every iteration of documents throughout their entire lifecycle. This is crucial for legal compliance policies and document retention. It will also permit the imposition of a legal hold that will prevent documents from being altered or deleted until the hold is lifted. This is a major advantage over the DIY approach to document management that many organizations take with software for sharing files like Google Drive, Dropbox or Box, which can quickly become insufficient for a rapidly growing and a growing business that requires an extensive file control and indexing capabilities.