Electronic document management is a system (DMS) of automated processes for processing electronic documents that implements the concept of “paperless office work”.
The central element of electronic document management is an electronic document created using computer-based information processing tools and stored as a file of a format on computer media.
The introduction of electronic document management allows the enterprise to obtain the following benefits:
- one-time registration of a document, which provides for an unmistakable identification of it in the system;
- parallel execution of several operations, which reduces the time of document movement and increases the efficiency of execution;
- the continuous movement of the document, giving the opportunity to identify the person responsible for its execution at any time of the process;
- a single database of documents, excluding the possibility of their duplication;
- effective document search with minimal information about it;
- effective reporting system that allows you to control the movement of the document at each stage of the workflow.
Depending on the specifics of the organization’s activities, there are several types of electronic document management systems (EDMS):
- production DMS;
- management DMS;
- archive business;
- personnel DMS;
- accounting DMS;
- warehouse DMS;
- technological DMS;
- secret and confidential DMS;
Why is EDMS so important for business?
The effectiveness of the use of electronic document management in organizations is assessed quantitatively and qualitatively. Quantitative indicators can be measured and evaluated from material and time costs:
- reduction of time by an average of 75% for processing and creating documents: registration, distribution, search, execution of control operations;
- acceleration of information flow: the transfer of the document from department to division or company-partner, preparation of model documents, coordination, speed of information dissemination within the company;
- saving materials and resources in the form of reducing the cost of office supplies, consumables and document storage.
Quality indicators are evaluated in terms of improving and developing several aspects of the company:
- growth in employee productivity up to 25%, due to the presence of a single information space, simplifying collective work processes, effective control over the execution of documents;
- reducing the risk of losing documents; increase the speed of approval and approval of documents;
- increase corporate culture.
As practice shows, the economic effect of the introduction of an electronic document management system in an enterprise will be the greater, the more employees will be involved in the EDMS.
In general, the introduction of electronic document management is not just innovation, but a radical step towards modern information flow management. According to CNews Analytics, the EDMS market is one of the most rapidly developing segments of the IT industry. This is explained by the fact that the leading consumer of programs is the public sector, and the interest of the state ensures the stability of the entire market.