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Electronic Document Management System & Solutions (EDMS)

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Electronic Document Management Solution

An electronic document management Solution system (EDMS) deals with various aspects of documentation including the creation, use, and storage of documents. Providing a single, consistent source of truth that can streamline collaboration, facilitate compliance, simplify document version control and ultimately lead to major efficiency and ROI.

Common Features of EDMS :

Federated search

This feature enables authorized employees to locate files across document folders and repositories. Search criteria included file name, metadata, and document contents, among others.

Document metadata and full-text search

The EDMS system is equipped with customizable metadata fields such as date of creation that promote an easier search function. This system also enables users to search a document’s full text for a search term when metadata is insufficient.

Digital vault services

Organizations in highly regulated industries, such as wealth management, can retain records in an unalterable, write once, ready many (WORM) format.

Document markup

EDM systems allow users to highlight and stamp text where required in the document. Some systems may also allow redaction of sensitive information to enhance data security.

Mobile application access

Information can be securely accessed within the office or in remote locations using mobile apps to facilitate safe and improved collaboration.

Security & audit trails

Use robust security controls and document tags to ensure information is only available to authorized employees, roles, or departments. Audit trails automatically track who is accessing information and when to support regulatory compliance.

Version control

Maintain compliance with all government standards by automatically tracking modifications to documents and metadata.

External file sharing

Share relevant information with external parties while maintaining informational integrity using secure hosting for individual files.

Records management

Comply with all recordkeeping regulations and securely store and manage records throughout their lifecycle with the help of an EDMS.

Cloud resiliency & scalability

Easy adaptability, low cost and scalable solutions allow for maximum operational efficiency with a cloud-based EDMS.

Need for EDMS

  • Increased costs involved in physical and outsourced storage solutions.
  • Delays in searching and retrieving documents.
  • Slow response to client requests.
  • Information silos across departments .
  • Data compliance and governance issues .
  • Data entry errors due to manual document processing.

Benefits of EDMS :

Improves operational productivity

The implementation of an EDMS platform promotes improved productivity by eliminating manual document maintenance, reducing the volume of paperwork, and freeing up financial resources.

Single access point

Accessing information is faster and easier with an EDMS as it provides a single access point of information removing the need for sifting through multiple platforms.

Improved collaboration

Features such as markup options, version control, and simultaneous document editing enable multiple users to simultaneously work on a document while tracking every change.

Improved data security

Secure solutions reduce the risk of data breaches, information leaks, and compliance concerns. A cloud-based EDMS provides secure backup options to prevent data loss.

Better record management

Easily manage document use and storage by setting retention schedules.

Secure file sharing

Quick search solutions coupled with secure sharing options allow for faster response to client requests.

Organizations with well-defined but resource-intensive business processes can greatly benefit from an EDMS. This system can not only reduce clerical errors and prevent bottlenecks but also allow for improved office productivity.