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An electronic document management system is a software that is integrated with other internal systems to manage the creation, organization, storage and access of digital documents within a company’s workflow process.
Electronic document management systems are important in a company to drive efficiency in service delivery and also reduce costs in work processes.
It will also eliminate the loopholes of losing documents and time taken to search for required documents.
This infographics will give you a checklist of nine factors to look out for before purchasing an electronic document management system.
Auto Indexing of documents
The electronic document management system should be able to automatically index the digital documents, minimizing human errors and time taken by manually indexing.
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Sign upLocation of stored documents
This depends on whether the electronic document management system is on premise or on cloud. If it is on premise then the digital documents are stored in a central place in a server. If on cloud the digital documents are stored and managed on the cloud’s central repository.
Data size
The data size will determine the Electronic document management system to go for. The only way to resolve this issue is to go for a scalable electronic document management system to allow for adjustment as the stored data increases.
Document search
The electronic document management system should enable ease of text search all through the data. This would enable quick search of your digital documents.
Seek advice
It is proper to seek advice before your decision to buy an electronic document management system. You can benchmark in companies that are already using the EDMS you want to purchase. If the electronic document management system has a trial version then you can use it to see if it is compatible for your use.
Business goals
What is the goal that you want to achieve by implementing an electronic document management system? Are you able to achieve it with your chosen electronic document management system?
Electronic signature
It is necessary to approve your documents digitally. It can also be convenient because it will save you from printing a document for signing.
Security
What security features do you require? Do you want the system to be user specific license for example a read only license or a read and write license. Do you want the system to have encryption or redaction
Encryption is a method used to distort data in such a way that only authorized parties can understand.
Redaction is obscuring part of a text for security or legal purposes.
Process automation
Do you want to automate part of the process or the whole process? This would minimize human error and speed up the work process.