Why You Need an Electronic Document Management System

Does it ever feel like your business is overwhelmed with disorganized paperwork? Or maybe your employees are having trouble with collaboration or keeping track of document versions? Switching from a paper filing system or a local server to an electronic document management (EDM) system can make document management easier and cross-company work more efficient.

What Is an Electronic Document Management System?

An EDM system is software that stores documents, such as files, photos, and reports, in an electronic format. It is a general storage system best used for sharing final documents and files across departments. Some EDM systems are set up for collaborative work within the system, while others are best utilized for storing final files or files that won’t have many changes made to them. These EDM systems can centrally store electronic documents and allow employees to access documents from anywhere.

If you’re unfamiliar with EDM systems, you can think of them as digital filing cabinets. They’re used for storing electronic documents, organizing files, and improving productivity. Depending on the size of your organization and what types of files you’re storing, you may have to pay for increased storage. For example, files containing videos, large image files, or PDFs with marketing collateral will take up more space than simple Microsoft Word documents.

Types of Electronic Document Management Systems

Software such as Google Drive, Microsoft Sharepoint, Microsoft OneDrive, DropBox, Box, DocuWare, eFileCabinet, and Egnyte are considered EDM systems. By using one of these systems, you can integrate it with the technology you already have in place. For example, if your business uses Microsoft, using SharePoint and OneDrive allows you to create a secure and centralized document management storage system.

The Advantages of Electronic Document Management Systems

• They’re convenient. Managing data with physical files can become cumbersome. As paperwork piles up, it can become difficult to keep track of and easy for files to get misplaced or filed incorrectly. Using EDM can help you keep files organized, as creating digital folders makes it clear where documents should be stored. It is also easier to move files around digitally than physically moving paper files. Another benefit is the ability to keep track of edits made to important documents such as contracts, via version history. Additionally, when compared to physical files, EDM saves on paper use and reduces the need for physical space to store paper documents.
• They foster collaboration. Using EDM systems can help with cross-department collaboration. This can be great for companies that have remote employees, as collaboration and work can happen in real-time from anywhere.
• They offer organization and security. An EDM system is a great tool for storing and organizing documents securely. Storing everything in one place can ensure that all employees can securely access the information they need to effectively do their jobs. While implementing an EDM system may seem overwhelming to start, once files are uploaded, and a system is in place, it will become an effective central file management system.
• They make it easy to search through your documents. All files are stored centrally and electronically through EDM, which makes it easy to search for documents. This allows for efficient indexing and searchability, saving time and stress.

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If you’re interested in securing EDM for your business, contact CPI Technologies today. Since 1963, we have been offering IT services and office technologies custom-designed to meet the specific needs of our customers. Our services include Managed IT, Managed Print Services (MPS), Electronic Document Management (EDM), data backup, network security, VoIP phone systems, and more. We also offer top-of-the-line office equipment, including printers, scanners, fax machines, shredders, folders, collators, and all-in-ones. Let us show you how we can increase your office’s efficiency and productivity. To get started, please request a quote or give us a call at 800-337-2679.