Definition of Electronic Document Management
Are you wondering what the definition of electronic document management is? It’s very simple! EDM (Electronic Document Management) is an IT system that centralizes and organizes all the documents of an organization in digital form. In other words, instead of filing paper sheets in offices, they are turned into electronic files stored in a shared library. The goal of such software is to collect, classify, store, and share these documents securely, in order to simplify their consultation and tracking. So, concretely, what does this look like in practice? Aletiq tells you everything!
The main objectives of EDM
EDM pursues several key objectives for any industry:
Centralizing information
In the definition of electronic document management, centralization is a fundamental principle. All important data is gathered in one place. Thus, each document is accessible to the right people at the right time, without having to search through numerous separate folders.
Securing documents
EDM protects files against loss, falsification, or unauthorized access. It is therefore possible to define who can read or modify each document, and all operations are tracked in a history log.
Optimizing processes
By automating repetitive tasks, EDM reduces manual handling. It speeds up document processing (for example, through validation or electronic signature) and improves the productivity of all teams.In the end, EDM helps save time, reduce errors, cut costs, and harmonize practices, since all employees follow the same rules for filing and retention.
But then, how does it work?
To fully understand the definition of electronic document management, Aletiq now proposes to look at its functioning, which follows several key steps:
Acquisition (import or scanning)
The document enters the EDM system. If it was already digital, it is imported. If it was on paper, it is digitized using a scanner. An OCR (Optical Character Recognition) software can be used to convert the image into usable text.
Processing / indexing
The document is described with keywords and other information (title, date, author…). This allows it to be classified and makes future searches easier. For example, an invoice can be indexed by client name or date. During a search, a simple keyword is enough to retrieve the document within seconds.
Secure storage
The file is saved in the EDM database. The storage space can be physical (on a server with backups) or cloud-based. This way, even in case of failure or incident, documents do not disappear.
Consultation and distribution
Authorized users can retrieve and consult the documents via the software interface. In the case of Aletiq, EDM functionalities are directly integrated into our PLM software, allowing you to have a single solution.
Archiving or destruction
Finally, documents reaching the end of their lifecycle are either archived or destroyed. Archiving preserves certain files long-term (for legal, historical, or administrative reasons).
The advantages of an EDM software in industry
EDM offers many benefits for all industry users, and the first is not negligible, since it is none other than significant time savings. Indeed, instead of searching through binders or paper archives, teams can immediately access the desired document with a search by one or more keywords. Your teams gain responsiveness: each document is just a click away.
Teamwork is also improved and simplified: since the various documents can be shared remotely, each team works on the same version of the file, avoiding errors linked to multiple copies and improving operational efficiency. EDM will also allow you to achieve financial savings.
These advantages apply equally to SMEs and mid-sized companies: for example, invoices, rental contracts, or tax documents can be scanned and stored digitally. This way, no papers are lost, and they can be accessed anywhere (computer, tablet, or smartphone) securely. In general, EDM provides better control over information, regardless of the user profile.
So, if you want to try an EDM software now, we invite you to book a demo of Aletiq, our 100% cloud PLM software integrating EDM functionalities! Still hesitant about the usefulness of EDM software?
Then discover our other articles on the subject:
• What are the advantages of an EDM software?
• Electronic management of technical documents
• Examples of EDM software
• What are the steps to implement an EDM tool?
• What is an EDM software?
