What is an
for Electronic Document Management System. It is a computer
solution that gives its users the ability to quickly store, locate,
view, edit or print documents no matter where those documents may be
located. Most EDMS solutions offer the following functionalities:
From paper, application files, email, fax, audio, video, etc.
ability to organize information using keywords or their content.
Information is typically stored in a central repository (not on an
Search & Retrieval:
Rapid access to any document
Ability to edit and change documents electronically and create new
other terms used in the industry that essentially refer to the same
thing as EDMS such as Knowledge Management (KM) and Content Management
What are the
benefits that an organization can derive from an EDMS solution?
Instant Access: Finding
that needle in the haystack becomes a reality. An EDMS
solution can locate and retrieve any document within seconds even
when there are millions of documents in the EDMS.
Multiple people can access and view the same document at the same
time no matter where they may be located.
Check-In / Check-Out: When
a user wants to edit a document, that document is checked out which
ensures that other users cannot also edit it until it has been
checked back into the EDMS.
Revision Management: When
a user changes a document and checks it back in, the original
document is not overwritten. Instead, a new revision is
created. This maintains the integrity of the original
Audit Trail: Tracks
and records every action taken within the EDMS such as who edited
which document and when, or who deleted a document, etc.
Access Control: A
good EDMS will provide security features to restrict access to
sensitive documents in a variety of ways such as document type,
user, group, security level, and other criteria.
Studies have consistently shown that organizations loose much
productivity because users resort to photocopying files to store
them locally. This wastes time, resources and photocopying
Eliminate "Multiple Original Syndrome":
When several users keep their own local copies of a document, they
tend to write notes and make changes on their local copy. This
results in there being multiple "living" copies of the same document
which makes it very difficult to get all the information about a
certain document or file.
Reduce Physical Storage:
Once information has been scanned or otherwise captured into the
EDMS, the filing cabinets and storage boxes can be significantly
reduced or eliminated. This frees up floor space for more
productive use. Similarly, external warehouse storage
facilities may also no longer remain necessary.
Retention & Disposition Controls:
Rules for determining how long certain documents should stay within
the EDMS and how and when to dispose of them.
Privacy & Regulatory Compliance:
Advanced EDMS solutions offer several important features that assist
organizations in complying with new privacy and regulatory