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Electronic Document Management - Measures To Improve the Workflow

By Edited Nov 13, 2013 0 0

E-mail has revolutionized business communications, while the computer in general has defined a new era in the management of information.

With e-mail with the computer revolution in general, commercial communications major changes undergone in recent years. Traditional methods of corporate communications such as e-mail, were the couriers, faxes, telephones and even relegated in terms of impact on day-to-day business communications.

But the changes have some new challenges. Two in particular tops the list of headaches for most organizations. First, the problem of overloading and how e-mail to the file and all documents annexed to generate points. And secondly, it is still necessary so the management of electronic documents is generated, and the more traditional paper die not still part of the business workflow.

Workflow issues: An example

To solve the first problem, many software systems have been developed for managing e-mail. But these are not necessarily the second problem, and at the same time, they lack the ability to both questions with a comprehensive software solution to attack. Consider this example situation. An invoice is for regular mail and is tucked bought Ledger department. Simultaneously arrive at a promoter email to purchase on the invoice is sent. This will be copied to the accounting department at the internal network. The accounts can respond to reception but the key is not electronically connected to the details of the bill. So, later when a question arises, an email management system will be able to access email, but the bill will take more hunting through the other files. Thus time and money wasted on unnecessary search for information stored in different ways and formats.

Electronic Document Management Solutions

For many companies, the solution lies in the use of electronic document management (EDM). EDM is a high level of storage system that collects indexes and stores all information in all forms - including e-mail of course - and can therefore easily be searched and viewed by all employees, as appropriate. An integrated, organized electronic document management system ensures a company is storing and protecting critical information and knowledge that make up the intellectual and intangible assets of the company. Moreover, and crucially important, it ensures a company meets the legal requirements for storing and retrieving information in some cases should be done in many years.

What is needed for the EDM system?

The best advice to start is to ensure EDM system can handle all types of documents, not just e-mail. This will include paper and electronic formats, such as faxes, diary entries and written reports. Of course, even video and audio formats often part of a sound knowledge and should be included.

The scheme should also edit and customize (secure) documents within the system. Document authors may use their own distinctive front-end program, but when the document is shared, it must be modified by EDM.

The system must provide access to data based on a successful set of rules and guidelines that are set in the EDM system, with an accompanying audit trail for security and ensuring accountability at all times.

EDM work process?

They work by scanning documents into a system where they are automatically indexed and stored electronically, so documents can then be called directly by searching for keywords. The systems can work with existing software, such as accounting packages and databases contact, so that the output of multiple systems can be submitted electronically in a meta-system.

How an electronic document management system is chosen, one of the first things to look for is an electronic document management system that is very easy to use. It should be easily installed via a network up and running within days. Be aware of the user interface - the best systems have invested heavily in them to ensure that staff will need minimal training to use the system. Remote access to documents should also explore - to documents while on the go should be easy to find.

At last - the Advantages

The main benefits of an EDM system are improved productivity, better teamwork and relationships. Staff will be used to share knowledge and documents for everyone. Less paper in the office makes environmental sense, without large paper copies available space. In short, all data is immediately accessible with the push of a button, provides peace of mind that its procedures can be followed in detail and respond to regulatory control can be implemented as soon as they are needed.



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