Face it. Not every electronic document management system or EDMS is made equal. There are some which are better compared to the others. One reason for this is because they are better equipped with various features which are more sophisticated and helpful. This then helps you make the most of the potential benefits offered by the EDMS. |
There is no doubt that the EDMS is one of the most useful tools nowadays for business. In fact, a number of business executives are investing in this system because they are well aware of the various benefits this system can bring not only to the day to day operations of their business, but also in their sales and profits in the long run.
But in order to enjoy these benefits, an electronic document management system must be fully equipped with the right features. So if you are planning to purchase an EDMS for your business, here are some of the features which you should be on the lookout for.
Features of a good electronic document management system
Repository of documents
For one, a strong EDMS should have a large storage capacity. This is mainly because storage is actually one of the basic purposes for buying an EDMS and installing it in your office. The EDMS will serve as your electronic file case where you will keep electronic copies of all the documents, files and communications of the company. At the same time, the system will also act as the repository of all the important company information and data.
This way, any employee who needs access to certain documents even from other departments or offices will be able to download or view the information at any time he or she needs it. This will pave the way for faster and easier sharing and retrieval of documents which can then result in better productivity for your staff.
Since all the company information will be stored in the electronic document management system, the latter has to be fully equipped with the best security features. This way, classified company data will not be leaked to third parties. An EDMS must have good encryption and passwords among other security measures.
The security features should also provide provisions for which to control the flow of information without the company itself. For instance, if certain information could not be disclosed to certain employees, then the EDMS must have features to make this possible.
Since the electronic document management system is not the only product of information technology that you are using, it should have the features that will integrate it with other IT or software solutions.
You must keep in mind that your goal here is to unite the operations of the company. That means even the software, tools and equipment you are using in the daily operations of the company must also be in sync. Otherwise, your staff may just get lost in the operation. Instead of achieving convenience and faster results in the production process, the EDMS may just end up causing confusion and chaos.
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