Electronic Document Management is today an essential solution for the Information System of a public or private organization. So you can classify, annotate, distribute, distribute, collaborate, search... on all the documents in your organization
The problems encountered without a Document Management tool
- 84
Professionals feel that they are wasting time looking for information*
- 30 minutes to 1 day
This is the average daily time spent looking for a document/information without a single repository EDM type
- 93%
Respondents want a single point of access to organization data and documents**
- 86%
Interviewed professionals think that using A EDM would allow them to be more effective in their work*
*source E-book documentary platform 2021 - Archimag
**source information governance 2022 - ArchiMag/SERDA
What is document management or electronic document management?
- Efficiency and organization
- Governance and security
- Customer satisfaction
- Compliance and quality
In order to improve the efficiency of your organization, to reduce the time-consuming tasks of your employees and to allow them to focus on value-added missions, information and documents must be available immediately, everywhere and all the time.
An EDM is a solution that, very often on the market, is open and integrated into your ecosystem. A document management system alone will make you more efficient, interfacing it with your business tools and integrating it fully into your IS will allow you to have a global and efficient vision of all your corporate documents.
A document management solution allows you to manage all company information by harmonizing the filing of files, securing their access, and facilitating the search for information. Opt for an efficient filing system and optimize document flow using validation circuits.
Thus, an Electronic Document Management solution ensures optimal management of your information for better collaboration between your teams, regardless of the business problem encountered: HR, finance, purchasing, purchasing, quality, commercial, legal,...
A document management solution: for what needs? for what?
An EDM is a multifunctional solution that meets the key problems of organizations, especially in a context of mobility and remote work where collaboration is central.
All sizes and all types of structures need an EDM.
- Centralize organization documents regardless of the acquisition channel
- Structuring and automate document processes
- Classify, search for and store company information according to a filing plan
- Insure corporate document security and compliance
Centralize organization documents
Do you regularly notice missing information, lost documents, or conversely replicated in different applications? Different versions? Paper documents, others in a digital format... Wasted time and fatigue set in among your employees.
With a document management solution, you centralize all of your organization's documents and information, regardless of their origin: paper, digital, business application... The tool then becomes the cornerstone of your IS, with numerous benefits in the end:
- Fast access to information
- A single point of easy access to information
- Autonomy of employees
- Organizational efficiency
Structuring and automating document processes
To get the most out of a document management platform, it is important that it is integrated into your ecosystem and that document processes are replicated in the tool (by digitizing information, documents but also workflows for the transmission, processing and validation of documents).
These administrative documents can come from various sources: business applications, paper letters, emails, digital documents...
In a context of mobility, workflows are therefore not slowed down, they follow their courses digitally, or even are accelerated thanks to notifications and monitoring dashboards.
With the dematerialization of documentary processes in the EDM tool, the integration of documents is automated, as are the workflows as well as certain tasks (revision, version management, validation, archiving, etc.).
- Optimizing workflows
- Optimizing collaboration with information in one place
- Improved productivity
Classify, search, and store business information
Collecting information is good, making it accessible to the right people at the right time is better. Whether internally or with customers, information that does not reach its target is useless. It is therefore necessary to ensure that this information is disseminated correctly.
A document management platform is central to an organization and allows documents to be classified, searched, indexed, stored and shared. Indexing all documents makes it possible to define metadata (keywords) useful for classification, research and then storage. This storage can be done in EDM and can be completed by archiving in a certified digital safe.
- Easier information sharing (internal or external)
- Respected ranking
- Respect of deadlines
- Increased satisfaction with finding information at the moment
Ensuring the security and compliance of corporate documents
Business data is the lifeblood of an organization. Data loss (mishandling, impromptu distribution or cyber-attack) or a data access problem may paralyze a company or even endanger the company concerned.
The valorization of company data is essential to ensure the proper functioning of the entity.
An EDM tool is equipped with processes to ensure the security and integrity of company information at all times. The fine management of authorizations, versioning, traceability, traceability, encryption or even automatic backups are the assurance of the sustainability of your company in all circumstances.
- Guaranteed traceability
- Document timestamp and versioning
- Regulatory compliance
- Confidentiality of information respected
What benefits can you expect from document management software?
An EDM platform is a performance booster: its return on investment is evident at multiple levels.
- Gagner in productivity and secure information
- Structuring information in a single repository
- Optimize internal communication and internal/external satisfaction
- Compliance facilitated and ecological commitment
Increase productivity and secure information
Thanks to efficient document management, you save on search, filing and handling time... On all document flows thanks to the automation of business processes, the indexing and classification of documents. You benefit from a 360° vision and your teams can therefore focus on value-added tasks and you eliminate repetitive tasks.
Information is secure thanks to access controls, an activity log records accesses, backups are made regularly whether you choose On-Premise or Saas hosting.
Structuring information in a single repository and standardizing the ranking
Each document is present in a single repository, in a single copy and therefore without duplication, with the possibility of quickly retrieving it according to various criteria (metadata).
Unlike physical filing and paper management, an EDM solution offers a dynamic filing plan according to the type of document, which then facilitates navigation in the document space. The documents are therefore no longer listed in alphabetical order.
The naming and the method of filing the documents are configured in order to then facilitate the use of the available and up-to-date files.
Optimize internal communication and internal/external satisfaction
Work habits have evolved, with an acceleration since the health crisis, in particular with regard to the digital transition and the need to access company resources while on the move or from home. Thanks to a document management platform, internal communication is facilitated, resources are accessible to all employees and promote collaboration.
Thus, there is an improvement in the satisfaction of internal teams whose requests are processed more quickly, for better customer follow-up and respected deadlines...
Facilitated compliance and ecological commitment
Thanks to document management, you can meet the requirements and obligations of compliance of your documents: traceability and timestamp, shelf life, processing times, security and data confidentiality.
The commitment of companies to reduce their carbon emissions is encouraging them to turn to digital solutions. The most striking element is the drastic reduction in the use of paper in favor of digital documentary and archiving processes.
The essential functional building blocks of document management
An electronic document management solution is composed of functional modules that complement each other in order to ensure optimal monitoring of the organization's document flows.
You start your project with an essential functional base and then optional modules can be added either at the beginning or later. You thus control the implementation of your documentary system.
- Capture and OCR
- Indexing and ranking
- Research and consultation
- Processing and versioning
- Workflow creation and distribution
- Traceability and security
- Storage, centralized archiving, and preservation of documents
- IS integration, openness to business applications