What is electronic document management and why is it critically important for business?
One of the key elements ensuring the efficiency and security of business processes is electronic document management. The implementation of an electronic document management system has long become an integral part of business automation, allowing for significant cost reduction, increased information processing speed, and reliable control over document flow.
What is electronic document management?
Electronic document management is a system for exchanging, storing, processing, and managing documents in electronic form. It enables companies to abandon paper documents and switch to digital formats to improve efficiency, convenience, and reduce documentation management costs.
An electronic document management system (EDMS) includes software that automates all stages of document handling — from creation to archival storage.
Benefits of electronic document management for business
Cost reduction for paper media and storage
Transitioning to electronic document management significantly reduces expenses on paper, printing, scanning, and physical storage of documents. According to experts, companies can save up to 15% of their resources by replacing paper documents with electronic ones, as it greatly decreases the need for space for storing and processing paper.
Faster document processing
Document flow automation reduces the time spent on document processing. The electronic document management system can automatically route documents to the appropriate employees and monitor task completion without needing to manually track the process.
Improved control and document security
One of the biggest advantages of an electronic document management system is the ability to centrally store all documents in electronic form, ensuring a high level of security and confidentiality. Through automatic encryption and built-in access control mechanisms, the system ensures protection against unauthorized access and data loss.
Convenient access and document search
Digitalization of document management allows documents to be stored in an electronic archive, significantly simplifying their retrieval and access. With an electronic document management system, any document can be quickly found, even if it was created many years ago.
Mobility and flexibility
Modern document management systems support integration with mobile devices, enabling employees to access documents from anywhere in the world.
How does a document management system work?
A document management system can include various functions — from basic storage and document search to more complex features for automation, integration with other business systems, and task control. It typically includes several main stages:
- Document creation and registration — all documents are automatically registered in the system and receive a unique identifier to track their movement.
- Routing and approval — documents can be automatically routed to employees for approval or task execution, significantly reducing the time needed for transferring documents between departments.
- Storage — all documents are stored in an electronic archive, allowing quick retrieval of necessary information.
- Task execution — the system automatically monitors task execution, helping to ensure process control.
Electronic document management in Ukraine
In Ukraine, electronic document management is actively developing, especially in government institutions and among businesses aiming to optimize their processes. In 2020, the e-document was introduced as a legally recognized electronic document, which further boosted the development of electronic document management. According to statistics, about 40% of companies in Ukraine have already implemented elements of document management automation, indicating a growing demand for business digitalization.
How to properly implement electronic document management?
The process of implementing a document management system in a company includes several stages:
- Business needs analysis — identifying which processes require automation.
- Choosing a document management system — selecting an appropriate system based on company needs and budget.
- Employee training — conducting training to ensure effective use of the new system.
- Integration with other systems — for maximum efficiency, the document management system should integrate with other internal business systems.
Progresia.ECM for electronic document management
One of the leaders in the Ukrainian market for business process automation and optimization based on Microsoft technology, Progresia offers a ready-made solution for document management that not only fulfills all the above tasks but also easily integrates with CRM systems. Most companies using Progresia.ECM report up to a 30% increase in productivity. After all, controlling document flow is not only about maintaining order but also one of the main keys to efficiency.
Electronic document management means improved organization in processing, storing, and managing information. Transparency and business organization are essential for long-term success, with electronic document management serving as one of its guarantees.