Choosing the right Electronic Document Management Systems (EDMS) can be very tricky given the high number of systems available in the market.
Having gone through these discussions with some of our clients, it is essential to think of your needs first before considering which one to buy.
Electronic Document management systems are essential for organizing, storing, and managing digital documents, though there are quite a number of misunderstandings which discourage businesses from using the Electronic document management systems.
We will go through some of the misunderstandings we have about electronic document management systems and why we might be far from the truth.
#1. Only Large Companies require Electronic Document Management Systems.
Truth : Electronic document management systems can actually be customized depending on the size of your company. As your company grows it can also scale with it. This depends on the solution you have selected.
Small and medium-sized enterprises (SMEs) also use and store documents and if they have to keep with the times and ensure that their customer service is efficient the need for an EDMS becomes essential in speeding up their work process.
To enable this, digitizing your documents and having them stored in a central repository gives you easier and faster access to customer reports and other documents.
This creates an efficient and smooth flowing experience for your customers. It would also lead to saving of time, cost and space which can be elusive with paper use.
#2. Installing an Electronic document management system automatically organizes all your documents.
Truth : Electronic document management system is a software, thus the need for setting up, configuring and managing.
You have to set up standardized naming conventions, metadata tagging, and document workflows to maximize the system’s potential.
#3. Only employees with technical skills can use an Electronic Document Management System efficiently.
Truth : With basic training your team can quickly adapt. Automation and user guides would also simplify usage for your non-technical team members.
#4. Storing documents in an Electronic Document Management System is a guarantee for permanent safety and preservation.
Truth : An Electronic document management system requires regular and proper maintenance. Though EDMS offers robust security and backup features, it still requires oversight to ensure data integrity and security.
#5. Electronic Document Management System is only useful for document storage and retrieval.
Truth : Electronic document management system also facilitates version control, document workflows, collaborative editing, compliance tracking, and document lifecycle management. It also enhances accountability through audit trails.
#6. Adopting an Electronic Document Management System will eliminate paper usage altogether.
Truth : Yes, EDMS reduces the need for paper. Though some paper processes may still exist due to regulatory, legal, or customer preferences.
#7. All the Electronic Document Management System provide the same features and benefits.
Truth : There are a variety of Electronic Document Management Platforms, but they vary widely in terms of features, integration capabilities, scalability, and user interfaces.
It’s crucial to choose an EDMS that fits your company’s specific needs, industry regulations, and workflow requirements.
#8. Implementing an Electronic Document Management System is quite expensive, especially for small businesses.
Truth : The initial costs can be quite high. Over time, EDMS can reduce your costs associated with paper storage, document loss, and inefficiencies.
#9. Once documents are stored in an Electronic Document Management System, compliance with regulations is guaranteed.
Truth : EDMS helps facilitate compliance through audit trails, access controls, and data retention policies.
Compliance still requires your involvement through active management, monitoring, and adherence to internal and external standards.
#10. Transitioning to an Electronic Document Management System slows down document retrieval and workflow processes.
Truth : Electronic document management systems will speed up your access to documents, improve workflow automation, and reduce the time spent on manual tasks.
It will also provide better document search capabilities, enabling faster decision-making.
#11. Only the IT department is responsible for the management and success of an Electronic Document Management System.
Truth : Though IT plays a crucial role in implementing and maintaining the system, all departments should be involved in its setup, configuration and use.
There is a need for all stakeholders from different departments to collaborate to ensure the EDMS aligns with their workflows and business needs.
#12. After an Electronic Document Management System is set up, it requires no further maintenance.
Truth : Like any software, EDMS requires ongoing updates, user training, system optimization, and periodic reviews to ensure it continues to meet business needs and adheres to new regulatory requirements.
Conclusion
By addressing these misunderstandings we encourage you to fully embrace EDMS. This would lead you to having more effective document management, improved workflows, and increased security.