5 benefits of Electronic Document Management

Colourful ring binders out of a laptop screen in an office. 3d illustration

Colourful ring binders out of a laptop screen in an office. 3d illustration

Paperless offices, or the idea of them, have been the goal of many businesses for years. Unfortunately, most companies never reach that point. But what if you could help your company go paperless without giving up the ability to print documents when needed? Electronic document management (EDM) can help you do just that. By storing all your files in a centralised repository and allowing digital versions of your documents to be shared across an entire organisation, EDM can make going paperless easier than you ever imagined.

What is electronic document management?

Electronic document management simply means having a remote electronic version of your paper files. It also refers to having a software program that tracks your documents. Electronic document management is a great way to benefit your business in different areas.

EDM is rapidly becoming a necessity for businesses of all sizes. It’s no longer a luxury or a nice-to-have, it’s an absolute must.

The advantages of EDM are numerous:

  1. It is more efficient
    The days of storing files in folders on a hard drive or USB stick are over. With Electronic Document Management, you can quickly search for documents using keywords and tags, saving time and making it easier to find the information you need.
  2. It saves time and money
    EDM software helps reduce the amount of paper used in your office, which means less printing costs and fewer trees cut down! It can also save you time by making it easy to add comments and edit from one central location instead of having to print out copies for everyone involved in a project or transaction.
  3. You can work from anywhere in the world, at any time of day, on any device
    You can access your files from home or on the go using an app on your mobile phone. This makes it easier for employees who travel frequently or occasionally telecommute to stay connected with their colleagues back at headquarters – no matter where they are in the world!
  4. It helps your business save space
    Saving on space is especially important for small businesses with limited budgets. You won’t have to purchase a new filing cabinet whenever you need more storage space for your documents. Also, there’s less chance of losing a document because it’s stored on a server rather than in a filing cabinet or box. If you have an extensive collection of files that need to be stored securely and safely, keeping them on the cloud or your company’s server would benefit you. You could consider offsite document storage services if you don’t have room in your office or workspace.
  5. It allows you to be more productive
    It takes time to file paperwork, whether in a filing cabinet or on a shelf at home – time that could be better spent working on something else! With electronic document management software, all your documents are stored in one place where they can easily be retrieved when needed. Staff members can spend less time looking for information and more time doing their job effectively!

The benefits don’t stop there — with an EDMS, you can create searchable indexes for all your documents (so you can find what you’re looking for quickly). You can also keep track of who has access to which documents (and revoke access when needed) and store versions of your documents so if there’s ever an issue with one or two versions down the road, you can go back and find out what happened and fix it quickly.

If you are still looking for ways to improve efficiency in your business, it’s time to look at electronic document management. Using EDM software can be a great way to streamline administrative work and reduce unnecessary risk. As more businesses move towards electronic storage, the demand for EDM software will likely grow. If you’re interested in getting a leg up on those competitors who lack proper document storage solutions, what are you waiting for?