An Electronic Document Management System (E-DMS) is an IT application which enables organization to electronically store documents, in the quest of levelling the control ability of the organization's day to day transactions and ensure Security of Data together with confidentiality. It allows shared practices in a timely and cost effective approach to lead to profitability.
E-DMs enable the organization to keep track of different document versions, which have been modified and most importantly allow the management to retrieve related information such as Users and the date and time of the particular modification. E-DMS capabilities even go further by keeping file history, version control, metadata, scanning and much more key functionality, which is fundamental to optimize confidentiality.
Shared Practices (Users)
A fundamental key aspect in organization is the ease of communication
between stakeholders, in order to deliver relevant information faster,
thus satisfying the time efficiency factor. E-DMS is integrated with a
chat system which will optimize communication between stakeholders,
as well as an efficient information tool system which boost the communication
flow from start to end user cycle. The chat system also eases approval of documents through live interaction, whereby subordinates can easily communicate with supervisors or managers to request access to particular important documents in order to add fluency to any operation processes.
Security and Confidentiality
Folder and file security is a fundamental aspect of confidentiality. Hence, users are given permission based on their role when uploading a file or creating a folder, to share with specific group of users.
The Lock functionality allows a user to protect a particular file so that no other
user can make changes to it. This means that until it is unlocked, no other user
can modify it. When locked, a locked icon will appear to the side of the name of
the selected file.
The unlock option allows a user to unlock a previously locked document. This operation can only be carried out by the user who previously locked the document.
A user can Delete and Update a file or folder based on its assigned rights and profile parameters given by the system administrator. All modification in terms of delete and updates can be tracked through file versioning functionality
File versioning allows users of particular given rights to view the history of document updates. File Versioning enables the tracking of each update by users and is referenced by tagging each version number in the history tab file.
A Dashboard enables the viewing of all processes history that a user has done. Therefore, it helps to keep track of all processes such as modification, uploads, download, locked and unlocked document.
Minimum Hardware Requirements
Hardware requirements may vary based on the number of simultaneous users, repository size and system configuration.
• Intel Pentium 4
• 1GB RAM
Why using E-DMS on a Business Perspective?
Cutting running cost of organization is considered to be a top priority in most businesses. Office operation costs are often overlooked by organizations and undoubtedly, one fact which cannot be left behind is; paper is expensive. It represents a significant cost for office printing and commercial printing (more than 20 percent of the total cost). It is even alarming when considering documents related activities, consuming up to 15 percent of a company's annual revenue.
E-DMS is a solution to reduce office paper cost since all documents is electronically available and the necessity to print papers will no longer be a solution to share information between staffs. The accessibility of documents is also controlled since sharing information can be configured through sharing file parameters.
Furthermore, the cost related to other appliances such as printing machines should not be left behind. The ink usage tends to be very costly in organizations as well as the amount of electricity used to run printing machines.
Time is directly proportional to money and each time lost lead to inefficiency of service. There is no doubt that the time factor has a big impact on a business context. Since E-DMS allows you to store documents electronically, all material needed is easily accessible, instead of going through the traditional process of filing.
E-DMS is aligned to Green ICT initiative whereby less paper is used in organization in the quest of being environmentally friendly. Furthermore, the credibility of the organization will increase as it meets the requirement of achieving ISO Certifications.
E-DMS enhances security of data in case of calamities or incidents in organizations. The ability of backing up data is fundamental in organizations and E-DMS solution is the first preventive measure which optimizes quality management of documents as well as security of data.
Customer retention is one fundamental aspect which maintain profitability. It is more costly to get new potential clients than retaining current customers. Therefore, one important objective of an organization is to provide excellent customer service by using a clear-cut system like E-DMS. It ensures that you never fail to make that key communication with a client or vendor, which results in greater customer retention. E-DMS adoption also favors credibility of businesses in terms of achieving ISO Certifications. It eventually allows an organization to meet quality management international standards whereby the yield of customers is increased on a global perspective. Stakeholders are more productive if their tasks are eased and hence become more productive- Do more in less time by avoiding unnecessary physical displacement and wastage of office materials to gather information.