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An electronic document management system (EDMS) is a software system used for storing and organizing different types of digital documents. It creates, uses and stores digital documents in all formats. It stores the documents in one central place or repository for an organization. For an electronic document management system to be effective, it has to have a return on investment (ROI). Having certain features will make it more efficient and productive, when applied in your company
Here are the sixteen top features of an electronic document management system.
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Sign up#1 Document search
Electronic document management system has a powerful search feature that enables easy search of indexed documents. Document content and metadata search.
Advance search on all documents attributes. Having a scalable search engine is very crucial. Electronic document management eases locating and retrieving documents..
#2 Intelligent indexing
Indexing is an organized list of headings that point to relevant information that are organized in different orders.
Electronic document management systems enable Intelligent indexing. This identifies the most crucial information on a document and converts it into highly structured,usable data. It is able to remember each document and indexed correction. The more it is used the better and faster it gets. This feature uses feedback from multiple users. On the on premise document management system the indexing feature can come as an add on module while the cloud based document management system it is an inbuilt feature. They can be an additional full text indexing that can capture all content for ease of search
#3 Workflow automation
Workflow automation eases the work process. It automatically saves scanned documents into an archive and this triggers workflow. Documents are then automatically indexed then archived.
#4 Document security
For an electronic document management system to be effective, document security is a must have feature to keep your document safe. For safety it has access rights. This will enable users with specificity to access as a read only user or read & write user. It will enable encryption of documents. It should also enable roles and tracking of documents.
#5 Integration
Electronic document management systems will enable automatic data enrichment. This is done through integration with other internal work systems. Integration ensuring everything is consistent within a company. Electronic document management will also enable seamless integration with systems such as ERP, CRM, HRM, accounting systems and others.
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#6 Central repository
Central repository is a single storage location of data for the whole organization
Electronic document management systems have a central repository for documents. It will capture and index and then archive into a central place. This will ease accessibility to company information across board. The documents can then stored in digital file cabinets
#7 Document importing and processing
Electronic document management system will automate document importation. Electronic document management system will automatically imports documents into the central repository. This is in regardless of where they come from whether it is scanned or created from an application. When a document is being imported it will get automatically indexed depending on its metadata or barcode. Documents are also imported from ERP or CRM. It will also import documents from excel, word simply by clicking print.
#8 Customizable
A good Electronic document management system is supposed to be customizable. This will create the ability to customize the systems depending on a company’s capacity, needs and size.
#10 User interface
User interface is the point at which human users interact with their electronic communication device.
Electronic document management systems have a user friendly interface making it easy for the users to navigate.
#11 Barcode recognition
#12 Stores large quantities of digital documents
Electronic document management systems will be able to index large quantities of documents and store them digitally. It will then store scanned documents, import, organize and store emails and their attachments. It can also move and store documents from windows application
#13 Enables editing
Electronic document management system will enable editing of documents though only by authorized personnel. It will enable use of stamp, image correction without changing the original document
#14 Enables document versioning
Document versioning is the use and managing of different versions of a document.
Electronic document management systems will enable document versioning. This is where different revised versions of a document can be stored and highlighted. When revisions are made they will also be tracked.
#15 Has audit trail
Audit trail is a step by step record by which information is able to be traced back to its original source..
Electronic document management systems have an audit trail.
This helps in tracking of the documents in between approval and editing process. Audit trail helps improve accountability.It will enable the users to know where a document is being held.
#16 Has electronic signature
An electronic signature is a personal signature in electronic format used to sign digital documents.
Electronic document management systems have electronic signatures which will enable signing of documents without the need of downloading. The electronic signature should be legally binding.(You can also subscribe to Adobe e signature)
Conclusion
When you go to the market to search for an electronic document management system, if it has most of these features the more the possibility of a good return on investment (ROI).Keep an eye on these features.