With organizations making a shift to digital channels for creating and consuming knowledge, the form of documents is also changing to primarily digital. It also calls for some base level changes in the filing and documentation system used by the organization. EDMS (Electronic Document Management System) thus refers to a platform created to store and manage the digital documented footprints of an organization centrally.
DMS V/S eDMS system
Document management systems refer to the traditional bifurcations of physical documents that were later customized in the form of a virtual platform to handle all documents like mailers, scanned copies, hard copies, soft copies, etc. With expansion of business operations, all such categories were further classified and the branching became more complicated than ever to understand and work with.
Here’s when the importance of an electronic and central repository for documentation was felt as a must have.
An electronic document management system refers to a centralized electronic cloud-based platform that can categorize and manage all documents and has an automated search function to read through text. The AI identification helps in popping up most relevant documents in an average time of 5 seconds speeding up operations and resolution procedures.
What is EDMS (Electronic Document Management System)?
EDMS system is an advanced solution to all documentation related issues. It is customizable and allows capturing content, creating categories, sorting documents, assigning nature and function to documents, making them digitally visible through tagging and META descriptions, creating conceptualized knowledge base, developing an omnichannel plug-in for easy integration across all platforms, and much more.
Documents are automatically recognized and scattered operations of franchises or giant MNCs too are facilitated through cloud accessibility. Security of documents is assured by limiting access to authorized personnel only.
Top 9 functions of electronic document management system
A captured document maybe a transferred screenshot, scanned document, scan of a photocopy, OMR sheet, or extracted file. The text or content of all such files must be converted from printed letters to machine readable font and characters. It is then captured by a system into its basic category using OCR followed by AI recognition.
Metadata is often automatically generated by EDMS system for any document uploaded. It is basic knowledge about origination of the document and date of its record. The ID used to access and upload, date of uploading, category tagged with it, etc, are a few auto-generated details. They can be manually updated as well.
Many documents like feedback forms, applications, etc are often hand filled. Even when the documents are filled online, some columns might be quite confusing for the user to understand and fill while some others may go blank unnoticed. Columns with simple answers still can be validated on spot using some functions from the backend but complicated queries might requires assistance specially in lengthy forms that require multiple attachments as proofs. EDMS software can read all such columns and automatically distinguish complete forms from incomplete or incorrect ones.
While creating a base of all documents, it can be tricky to reach the exact category. Text search can be used but with multiple documents at hand, even the creator of the document cannot remember a signature text to speed up search process. Indexing all entries in an old school manner through ToC (Table of Content) is still in fashion as a quick scan is more than enough in explaining the nature of knowledge contained within a document.
Integration is an essential feature as it assures multiple functions over a single platform as opposed to switching of platforms for each individual function. EDMS system in itself is a dedicated platform with no interference for other activities. On integration too, this platform helps in having a dedicated plug in with all the functions and an additional benefit of ‘no switching of platforms’ whatsoever for any document updating, search, filtration, or circulation.