Definition of EDM
There Document electronic management (GED) is a solution to manage the creation, use, storage and destruction of documents within an organization. This approach therefore aims to simplify information exchange processes, with a collaborative approach. Other acronyms are sometimes used to designate the GED, like EDM (Electronic Document Management) and DMS (Document Management System). The term ECM (Content Management Company) means the management of the content of a business.
What are the features of an electronic document management system
A GED system fulfills four major missions. The collection of documents above all else, it is advisable to harvest the documents useful for the company. These can be in dematerialized or physical form. In the second case, the original paper documents must be scanned, for example using a scan. They are then indexed thanks to the OCR (optical character recognition), which allows to reconstruct the words and numbers contained in the files.
The classification and search for documents after the recovery of documents, it is essential to sort them according to different criteria such as their nature, their creation date, the identity of the creator, the reference of the customer or supplier concerned, etc. An effective classification will easily find any information.
In addition, it is interesting to determine access rights, so that users can only access the documents they need. A GED solution also makes it possible to determine roles to frame everyone’s interactions with the files: editor, commentator, reader … Finally, search by keyword, using an internal search engine, allows you to find any indexed document in a few clicks.
Document storage
The implementation of the EDM allows the company to store its documents with more reliability. The information remains permanently accessible for users, in a 100 % secure space, and regular backups is carried out. However, it is important to anticipate the necessary storage space, but also to determine the shelf life and the methods of destruction of each document.
Dissemination and sharing of information
Finally, electronic documents management makes it possible to define how users can access information. Several modes of distribution are possible: by e-mail, through a private intranet, on a website …
What are the advantages of EDM (electronic document management)?
Electronic documents management offers many profits for organizations.
Better information management
By automating the classification and indexing of documents, GED reduces the risk of loss of information, which can have harmful consequences on the productivity of a company. The data is accessible at any time and easy to find, which allows employees to save precious time.
An increase in productivity
As mentioned above, thanks to EDM, users waste less time looking for the information they need. This greatly simplifies the workflows internally, because all the employees involved have instant access to the necessary documents. Certain workflows, such as the electronic invoice validation circuit, become much faster. This results in a global improvement in productivity in the organization.
More fluid exchanges between employees
With document management, the exchanges between the various players in the company are facilitated. Indeed, the GED centralizes all the information in one and the same place. Documents can be directly modified, commented or annotated, thus avoiding email exchanges or time -consuming meetings.
Reduced treatment costs
Dematerialization not only saves time, but also to achieve significant savings. Indeed, the deployment of EDM makes it possible to reduce the costs related to paper, such as printing or shipping costs.
Secure data
Finally, the implementation of strict access rights reduces the risk of document leakage, fraud or other incident. GED therefore strengthens the security and confidentiality of the company’s data.
The different types of EDM software
Depending on its size and needs, an organization can opt for two major documents for electronic documents.
SAAS Document Electronic Management Software
SaaS software (Software as a Service) is a tool accessible 100 % online, the data being hosted on the cloud by a third party. Particularly suitable for VSEs and SMEs, this subscription solution has the advantage of being economical, because it does not require the purchase of a license.
However, special vigilance must be demonstrated when choosing the supplier, in particular with regard to the place of data storage. Indeed, the latter will be subject to the regulations in force in the country where the data centers are located.
EDM software integrated into the company’s information system
This solution is ideal for Electronic management of a large company’s documents. Directly integrated into the IS, it offers an optimal configuration, adapted to the specificities of the company. Beyond the essential features of EDM, it provides additional services for optimal user comfort.
Ultimately, thanks to EDM, companies can save time, increase their productivity and saving on a daily basis, while improving the management of their Documents.
