Often referred to as electronic document management or EDM, document management is the process of storing, locating, updating, and sharing data for the purpose of making business processes more efficient, and reducing the dependency on paper-based documentation.
Paper-based documents are offering less value to a business today, yet many businesses are still heavily reliant on them. They require higher business head counts to conduct manual processes and can cause a business continuity headache. Paper documents are notoriously difficult to find and time consuming to move around an organisation, with a document management system, when documents are scanned, electronic tags are added to files making connection between documents ensuring the subsequent retrieval is extremely quick and simple while ensuring that only authorised personnel can access the documents thus providing greater security to your critical business files.
A digital document management solution will typically consist of four key features:
- Capturing and organising documents– You can upload documents into a document management system from any source such as email, scan, prints or direct transfer from existing systems. The documents are classified according to their type, the data they contain or even data held within an external system ensuring they can be rapidly retrieved.
- Control access and increase transparency– you can implement rules that allow you to grant access to documents to only those with the authority to view them, so for example HR document scan only be accessed by the HR team. Because all documents are kept in digital store, your entire organisation can access critical business information at anytime, anywhere so long as there is an internet connection, quickly, more efficiently.
- Increase and streamline collaboration between departments– By storing documents digitally, teams can share, annotate, route and make decisions based on the same document. This helps with version control, reduces errors and allows projects to be completed more efficiently.
- Consistent document infrastructure– Digital document management solutions can integrate with the software and systems your business is already using, such as your ERP, CRM and accountancy software.
Midshire works with Sharp, Docuware and Drivve to deliver a variety of different types of document management systems, to ensure our customers get the best document management systems for their business.
As part of our professional services, Midshire will perform a comprehensive consultation to establish your current working practices looking in depth at your document workflows, understanding how documents are currently organised, stored, retrieved and delivered. During the consultation, details of systems used across the organisation will be gathered to ensure that any proposal will be tailored to work within the constraints of these systems. Midshire will then create a solution design which is signed off before implementing the installation of the document management system. Implementation includes project management, assistance with change management and in-depth training to all staff using the system. Once the installation has been completed, your account manager remains your port of call, providing on-going support and continual improvement of your platform.
Benefits of Electronic Document Management
There are many benefits of adopting electronic document management into businesses, including:
- Improved document security – you can ensure only authorised staff have access to documents
- Improve audit and compliance processes
- Increased efficiency – by streamlining business processes and enabling speedy access to documents
- Reduce printing, by capturing electronic documents directly
- Reduce costs through – improved efficiency, reduced print, eliminating archive space.