An EDMS (Electronic Document Management System) is a secure digital platform that centrally stores, manages, and organizes documents and images in the form of electronic searchable files for an organization.

EDMS organizes the necessary information and documents in a single digital repository. It’s main function is to simplify the creation, retrieval, tracking, archiving, storing, and controlling of records and files. It increases efficiency and automates the entire process.

  • Flexible information retrieval process

    A document management system creates scanned electronic images of documents before storing them in a central repository. This form of storage saves time when looking for specific documents. You can retrieve any document you need without leaving your desk.

  • Flexible document indexing

    Information stored as images in a DMS can easily be indexed in multiple formats at the same time.

  • Faster and more accurate search

    Documents stored in a DMS can be found by searching for a word or phrase in the document, which is not possible with paper storage systems. The system uses single or multiple categorizations to classify and store a document, which facilitates easier and faster searches.

  • A higher level of security

    An efficient DMS provides better and more secure control over an organization’s sensitive data. Most document management systems control the access to documents at a folder level.

    They also provide an audit trail that shows which person or persons viewed, retrieved, or edited which document and at exactly what time it happened. This level of security and control cannot be possibly achieved with paper document systems.

  • Data recovery after a disaster

    A DMS provides the easiest and most efficient way of creating a backup of documents in an external or offsite storage. This is an effective disaster recovery strategy as it provides a failsafe archive for all your crucial data.

  • Prevention of lost files

    With digitally archived versions of documents stored in a central location, instances of lost files become a thing of the past. Lost files can be time-consuming and expensive to replace which is why every small, medium, and large company needs to have an efficient document management system in place.

  • Significantly reduced document storage

    Paper based document storage systems take up a huge volume of space in any business or organization. You significantly reduce the amount of storage space used when documents are scanned and electronically integrated in the document management system. The electronic system frees much of the physical space used to store paper documents.

  • Better customer service

    With a DMS, you reduce the time spent on completing processes that require document searches and retrieval. This means your customer will enjoy faster response times, accurate information, and better service. These are some of the factors that create customer satisfaction and build better customer loyalty.


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