What Are the Advantages of a DMS Software?
EDM (Electronic Document Management) is a system that allows companies to centralize and manage all their documents through a digital interface. Concretely, instead of archiving paper folders, all documents are digitized and organized in a single repository. This centralization facilitates access to information: all files are available in one click for authorized users. EDM is therefore used to organize, share, and easily retrieve information within the company. And to help you fully understand the impact of this system, Aletiq explains in this article what the advantages of an EDM software are.
Time saving and efficiency
One of the first advantages of an EDM software concerns productivity. Indeed, EDM software can save teams time while making work more efficient. Why? Quite simply because digitized documents are indexed and can be retrieved within seconds thanks to keyword search.
Instead of manually searching for a document in piles of paper or across several scattered folders, just type a word or a date to open it instantly. This time saving translates into greater productivity: employees spend less time looking for information and can focus on their core tasks without wasting precious minutes searching for a specific document.
Cost reduction
EDM helps reduce costs related to handling errors with outdated or incorrect files. Whether it is using an obsolete plan or spending hours on a lost document, a good EDM solution helps avoid these problems. EDM also eliminates manual filing work, allowing staff to dedicate their time to higher-value tasks.
Security and confidentiality
EDM also provides a significant advantage in terms of security by reinforcing information confidentiality, since all files are stored in a protected space. Permissions can be set precisely to determine who has the right to view, edit, or delete each document: only authorized employees can access sensitive files.In addition, all actions can be recorded in a log, which makes it possible to know who did what and to revert to a previous version if necessary. This security protects the company against data loss and helps meet legal traceability requirements.
Easier collaboration and sharing
Another key advantage of EDM software is its ability to facilitate collaboration among teams within the same industry. Since documents are centralized, each team member can access the same file without sending copies by email. No more dispersions! Now, several people can work on the same document at the same time, seeing modifications made by each in real time. This avoids version conflicts and makes communication smoother.
Are you a manufacturer looking for an EDM software? Discover Aletiq, a cloud solution that is easy to deploy. Don’t fear security breaches or data loss anymore with Aletiq! Feel free to book a demo and form your own opinion of our solution!
Want to learn more about the world of EDM to make your choice? Discover our articles on:
• The definition of electronic document management
• Electronic management of technical documents
• Examples of EDM software
• What are the steps to implement an EDM tool?
