Features to Look For in an Electronic Document Management System

Many companies deal with a huge amount of sensitive documents. With an EDMS they can automate a number of document-related tasks making time and resources that could be better used for higher-level procurement decisions and improving relationships with customers.

A document management system can help companies comply with regulatory requirements by ensuring that documents are stored and managed, as well as disposed of according to guidelines established by the company. This ensures that employees are able to easily access the required data minimizes the risk of legal action, and boosts overall productivity.

One of the key features that an EDMS should have is the capability of capturing and imaging. This enables a user to upload images of physical documents to the system or process digital files via optical recognition software. After capturing the images, the EDMS will label them with metadata and then structure them to make it simpler for authorized users to locate and retrieve them.

An EDMS must also offer intuitive and logical file management with the ability to store files in logical folder structures as well as standardized naming conventions. The EDMS must also feature search capabilities that allow files to be found quickly. Searching for the unique identifier for documents is an easy way to locate it. More complex searches can combine the identifying number and other metadata in order to provide a match list of documents.

An EDMS must include real-time collaboration features, so that team member can work together on shared files from any device. This reduces the necessity to send and wait for the latest versions of documents, and it makes for more efficient communication between team members.

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