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Document Management is a popular term around the business office. Oftentimes this term and Electronic Document Management System are used interchangeably, as if they both represented the same method of storing and retrieving documents. The truth is the differences between them are significant. Both have to do with managing your business documents; however, only an Electronic Document Management System (EDMS) is capable of monitoring and managing your documents throughout their lifecycle. There is a huge difference between the two.
An Electronic Document Management System (EDMS) is a complete and integrated system of software, hardware and defined processes that manage the creation, capture, storage, retrieval, distribution and retention schedule of documents in a centralized repository. This is considerably different than simple Document Management (DM), which may have a couple of EDMS components in an application environment, but rarely integrates the hardware and methods used in the overall document management process.
The centralized repository of the EDMS includes a server, or you could use a third-party vendor that offers storage over the Internet. Whatever the method, all documents are stored in a centralized repository.
The most common misconception between the two is misunderstanding the processes involved. EDMS involves the whole document lifecycle at your business including, but not limited to capture, indexing, access, retrieval, work flow, distribution, storage and retention schedules. Too often, a simple system involving Document Management on a centralized server is considered to be an EDMS. Only if that centralized server is capable of managing documents from the point of creation through the document’s entire lifecycle could it be considered as such.
The fact is that the vast majority of so-called “Document Management” software applications fall far short of a true Electronic Documentation Management System (EDMS).
Sometimes hardware equipment (i.e., copiers, scanners and multifunction printers, aka MFPs), that claim to have an EDMS built into them may be mistakenly construed to be an EDMS. Copy machines oftentimes have methods for storing and retrieving documents and could have a role within an EDMS, but rarely does a copy machine have the capability to serve as a centralized document repository for your entire organization.
Key to understanding an EDMS involves comprehending what a DM is not. EDMS involves all aspects of capture, indexing, access, retrieval, work flow, distribution, storage and retention, whether it is into a centralized repository, Web site or a combination of both.
Document management oftentimes only describes where the storage and retrieval of an organization’s documents are. Keep in mind that an EDMS is capable of monitoring and maintaining documentation in its native file formats including MS Office files, audio files, video files and a host of other file formats.
An Electronic Document Management System is capable of performing numerous tasks including:
• Authentication – An EDMS provides methods for confirming the authenticity of a particular user logging onto the system to access documents in the company’s repository.
• Capture – The EDMS can capture documents electronically through scanning or by pushing digital files into one or multiple repositories simultaneously in their native file format(s).
• Indexing – The EDMS can be manually configured to complete a task known as “indexing” so one or many documents are categorized and pushed into the correct location in a repository.
• Workflow – At most businesses, certain documents pass through several locations before the files are approved. The EDMS can establish and manage the rules of document routing and provide a roadmap of where a document is in the workflow process.
• Retrieval – How documents are retrieved and by who are important considerations when using an EDMS. HIPPA compliance and Sarbanes Oxley requirements can impact what documents need to be stored into and retrieved out of the repository.
• Storage (archiving) – An EDMS also has one or multiple repositories where the documents are stored in-house on a centralized server (whether it be a storage server or Web server) or offsite using a third-party service provider.
• Disaster recovery – The EDMS serves as the primary method for recovering documents in the event of a disaster at the workplace.
With all these capabilities contained within the EDMS, it becomes easy to understand how often a simple Document Management system fails to function as an Electronic Document Management System (EDMS). Usually, DM is available in the form of a software application that manages and maintains documents on workstations and servers. Examples could be applications that label folders and create the illusion of a full-blown EDMS. Other DM systems might specialize in storing images for your business. Of course, an EDMS can manage virtually all documents regardless of their file format.
So how would your company go about creating an EDMS? Below is a 10-step method for EDMS development and implementation:
1) Schedule a meeting with management and document specialists at your business. At this meeting, provide examples of the specific documents and desired formats in which these documents are to be managed and emphasize how the management of these documents affects all departments within the organization.
2) Develop EDMS requirements. Using information derived from the first meeting, develop a list of both hardware and software requirements for the EDMS considering all aspects of document processing and retrieval. If necessary, consult a specialist to help establish retention schedules that are in compliance with all legal regulatory statutes.
3) Make an assessment of how the EDMS process would function at your company including document capture, indexing, workflow, distribution, storage retention schedules and the desired folder structure. Be sure to consider all hardware, software and training involved at every step.
4) Review the hardware and software requirements with your vendor. Also include them on how the EDMS process would perform at your company. They will have insights in how to gain maximum efficiency in your EDMS implementation.
5) Make an assessment of the current storage topology at your company including access rights, security protocols, departmental requirements and how documents are currently stored. This will help your company implement the new EDMS once it is ready to be implemented. Share these findings with your management team and document specialists so that once again, everyone is on the same page – this time with what changes are coming and how the new system will work.
6) Create an end-to-end Implementation Plan. Now that the management team knows what’s required and understands how the new system will function, determine how the system will be implemented in the most efficient manner. Documenting a plan is critical to the success of your EDMS deployment. Take the time to create (or build upon) a Visio drawing of what the EDMS looks like.
7) Implement the EDMS. Roll out the EDMS, ideally with a selected group of users and one centralized storage repository. By deploying the EDMS within a department or single office location, your team will become familiar with it prior to implementing it company wide.
8) Thoroughly test the EDMS from capture through workflow to storage and retrieval. If this is set up with a dedicated server, thorough testing can be conducted with only minimal disturbances to business operations.
9) Take the time to thoroughly train employees on proper methods to capture, index, access, retrieve and store documents into and out of the repository.
10) Follow up by seeking out ways and means to continuously improve your EDMS system. Historically, as you become more familiar with the EDMS features, your staff will look for ways to improve it.
By following these steps, your company can introduce a solid EDMS capable of so much more than the basic features of most Document Management applications. Be sure to consult experts in the EDMS field to help you develop the EDMS that your company is considering. Experienced professionals can provide an unbiased opinion as to what your company’s various departments require for a successful implementation.
Once the EDMS is in place, your company will have a true system that manages, monitors and controls access to all company documents from the moment they’re captured and pushed into the repository. With proper backups, never again will documents become lost, stolen or altered unless authorization has been granted. A true EDMS can establish peace of mind along with money-saving efficiency at your company.
Your business will benefit from an EDMS. Not only would such a system help your core business processes flow more efficiently, but having such a system enables authorized personnel to access virtually any document you store. Remember this: It is important to understand that there is a huge difference between an EDMS and simple Document Management (DM).
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