Features to Look For in an Electronic Document Management System

Many organizations have to deal with large volumes of sensitive documents. They can automate a variety of document related tasks with an EDMS. This frees the time and energy that can be devoted to improving customer relations and making better procurement decisions.

A document management software helps businesses meet regulatory requirements by making sure that documents are stored, managed, and removed according to the guidelines set by the organization. This ensures that employees can quickly access the data they require and reduces the risk of non-compliance penalties as well as legal action, and boosts overall productivity.

Capturing and imaging is among the most important features an EDMS can provide. This lets users upload images of documents or digital files using optical recognition software. After capturing images, the EDMS will organize the files and label them with metadata, making it easy for authorized users to find and retrieve them.

A EDMS should also allow for an intuitive and instinctive handling of files, along with the capability for them to be stored in logical folders and standardized name standards. The EDMS should also include an ability to search and locate files easily. Finding the unique identifier of an item is an easy way to find it. More sophisticated searches can combine the identifying number and other metadata to return a matching list of files.

In addition, an EDMS must include real-time collaboration features to ensure that team members can easily work together on shared documents from any device or location. This cuts down on the time that is spent waiting for updated documents and enables more efficient communication between team members.