A systematic document management strategy is a key step toward improving your business processes and data protection service provider boosting your company’s competitiveness. However, it’s no simple matter of flipping a switch and getting everyone onboard with the new strategy. You’ll need to assist teams understand how systematization of your document-driven processes will improve their efficiency and productivity.

One of the primary benefits of an EDMS is that it removes the need to manage, store and retrieve physical files. This allows your team to recover storage space and other resources that could be utilized elsewhere. It also reduces the risk of lost or misplaced paper files.

Many EDMS platforms are also non-platform agnostic, which allows teams to collaborate using desktops or mobile devices without the risk of compromising the integrity of data, document management, or content access. They also provide real-time monitoring tools that are easy-to-understand and allow you to view how your document-driven processes are working at the 10,000-foot level.

A EDMS will also automatically maintain copies of every iteration of a document throughout its entire lifecycle. This is essential for compliance with legal requirements and document retention. It also permits the imposing of an obligation to hold documents, which prevents them from being deleted or modified until the hold is lifted. This is a significant advantage over the DIY document management method that many businesses employ using file-sharing software like Google Drive or Box. These apps can quickly become inadequate for a growing business that needs robust file control and indexing abilities.