Organizational Benefits Of Electronic Document Management Systems

By Jacob Coroner

Document storage is one of the things that large organizations all have in common, which is why they use document management systems to deal with everything. In the old days, managing an organization’s documents had to be done manually. From the indexing to the storage and up until retrieval, everything was done in manual fashion.

Times have changed and technology has marched forward. There is a new method of storing and consolidating an organization’s documents. This method is more electronic than manual. Anyone who has an iota of how efficient things become when a computer is added to the equation, will have an idea of the potential benefits that electronic document management systems (EDMS) can bring to the table.

Below are some of the benefits that organizations can receive from an EDMS.

Organizational Benefit #1: Less space for papers

Space is something both the big players and the little people can appreciate. Whether it be during times of economic prosperity or moments of great depression, commercial space is very important. The problem with a large organization is that it has a lot of things that it needs to lock somewhere safe in order to use later on in the future.

Documents can just keep piling up on top of one another. The costs incurred by large columns and rows of filing cabinets to an organization can be tremendous. Think about all the money spent on the paper and the cabinets that store them. After that, think about the amount of commercial space used to store these cabinets and documents; space that could have been used for more employees or other important pieces of equipment.

Electronic document management systems remove the physical issues of managing documents from the equation. Granted, the hardware used in storing the documents digitally does take up space; but when compared to gargantuan filing cabinets, the amount of space that computer hardware takes is miniscule.

Operational Benefit# 2: Savings on time and money

All the documents of an organization are centralized through the EDMS. This makes it easier to locate, retrieve, edit, and store any of these documents. Manual retrieval used to take up so much time and could cost an organization in terms of labor hours spent doing searches. Never again will situations like these happen with a proper EDMS set in place.

An EDMS also means that organizations will be able to comply with regulations more easily given the increased efficiency in improving the movement of documents. The amount of security control, indexing, archiving and audit trails makes it easier for organizations to comply with regulatory measures.

Lost documents can be a pain, especially if it’s vital to the operations of an organization. Those that use an EDMS will never suffer from this problem as the documents are securely stored in a computer. Gone are the days when lost documents can be blamed on human error or flaws. The electronic document management systems of today are so secure that losing documents is nigh on impossible.

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