Document Management

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.

Some experts point out that the electronic document management system has a lot in common with a content management system (CMS). One major difference, though, is that most CMS systems involve handling a variety of Web content from a central site, while a document management system is often primarily used for archiving.

In order to provide good classification for digital documents, many electronic document management systems rely on a detailed process for document storage, including certain elements called metadata. The metadata around a document will provide easy access to key details that will help those who are searching archives to find what they need, whether by chronology, topic, keywords or other associative strategies. In many cases, the specific documentation for original storage protocols is a major part of what makes an electronic document management system so valuable to a business or organization.

Typically, document management refers to a centralized software system that captures and manages both digital files and images of scanned paper documents. Electronic document management systems share many similar features with enterprise content management (ECM) systems; however, document management software systems focus on the use and optimization of active documents and structured data, such as Word documents, PDF files, Excel spreadsheets, PowerPoint, emails and other defined formats, whereas ECM systems also manage unstructured content and rich media formats.

However, electronic document management is much more than simply scanning and saving: it is a comprehensive system that enables knowledge workers to efficiently organize and distribute documents across the organization for better, integrated use within daily operations. Electronic document management systems contain tools for:
- Creating digital files and converting paper documents into digital assets.
- Easily sharing digital documents with the right knowledge workers.
- Centrally organizing documents in standardized file structures and formats.
- Storing and accessing information for more efficient use.
- Securing documents according to standardized compliance rules.

By centralizing information use and access, document management is the hub on which broader information management strategies like ECM, records management and business process automation can be connected and deployed. Organizations typically start using electronic document management systems to transform paper-based operations after reaching an internal tipping point in which customer response times become too slow, departments don’t have enough bandwidth to solve recurring process bottlenecks, paper archiving becomes too costly or large-scale regulatory risks are exposed during a data breach or compliance fines.

For organizations that have defined but resource-intensive business processes, EDMS is an ideal fit. Document management helps organizations across industries side step this busy work entirely by eliminating manual document maintenance, reclaiming valuable staff time and boosting the bottom-line. Document management projects are often initiated by IT departments as means to standardize information access when data practices vary greatly between departments. If one department is using its own imaging system and another team keeps files in uncontrolled shared drives, personal file folders or cloud storage solutions, IT leaders will look for a comprehensive EDMS system to provide one corporate standard for modernizing and managing document use while digitizing existing business rules for each department.

Specifically, department managers that oversee back-office processes like HR management, accounting and contract management (or other repetitive processes with defined steps) also frequently catalyze the move towards an EDMS system. Starting a small-scale document management project for a specific process pain point helps demonstrate initial gains that can be applied across other areas of the business. Modern EDMS systems can offer a hybrid of on-premise and cloud-based solutions in order to cover all the bases of data extraction and use in core business processes. Process automation not only saves time but positions EDMS as a necessary tool for improving customer and client satisfaction.

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