Understanding Electronic Document Management Systems (EDMS)

An Electronic Document Management System (EDMS) is a software solution designed to centrally store and organize documentation in a single digital repository. Types of EDMS include self-built systems, proprietary on-premise solutions, and cloud-based options. The primary goal of an EDMS is to provide structured and secure digital filing capabilities, enhance discoverability, and maintain control over all business documentation, ensuring efficient operations. An EDMS serves as a single source of truth, facilitating collaboration and reducing unnecessary organizational costs.

Who Needs an EDMS?

Electronic Document Management Systems (EDMS). Many organizations still suffer from ‘document anarchy,’ wasting time, energy, and resources. Locating and sharing documents remains a significant challenge, often hindering business growth and efficiency. Poor document management can obstruct meeting standards like ISO 9001 and ISO 13485, while inadequate security infrastructure can lead to system breaches with severe commercial and reputational repercussions.

Electronic Document Management Systems (EDMS)

While digital filing tools like Google Drive can provide immediate benefits by structuring storage and enabling shared spaces for collaboration, they may not be sufficient for businesses with complex requirements or those looking to scale.

How to Choose the Right EDMS

When selecting an EDMS, consider the levels of control, collaboration, and flexibility needed. Here are two essential features to look for:

1. Simple Workflow Configuration
   • An effective EDMS should streamline collaboration, even remotely, ensuring everyone works on the correct document version. Approval processes and revision controls are vital for maintaining productivity.
2. Intuitive Document Version Control
   • The system should accurately capture and manage all document revisions and drafts, ensuring the team has access to current, accurate information. Automatic version control and auditing are essential for maintaining data integrity and security.

Find out more about the Fotopia EDMS with an interactive demo.

6 Questions to Help Choose the Right Electronic Document Management System

1. Should I ‘Do It Myself’?
   • File-sharing platforms like Google Drive or OneDrive offer user-friendly, multi-platform collaboration. However, they can become inadequate for a scaling business with complex file control and storage needs, especially for those handling technical documentation and sensitive customer data.
2. Is SharePoint the Answer?
   • SharePoint can be customized to meet specific Document Management needs but may require significant developer time and specialist support. A purpose-built, proprietary DMS might be more practical, eliminating the need for extensive system design and support.
3. On-Premise or Cloud-Based?
   • On-premise solutions offer control over data but come with high upfront costs and maintenance requirements. Cloud-based solutions are more agile and flexible but require careful consideration of setup, security, and redundancy.
4. Do You Need Document Management or Document Control?
   • Document management focuses on ease and flexibility in handling documents. Document control involves access hierarchies, security, auditing, version governance, and review protocols. Choose based on your organization’s specific needs.
5. Do I Need My EDMS to Be Scalable?
   • Scalability involves more than adding storage or seats. It’s about responding to complex document handling needs as your business grows. Choose a DMS that can evolve with your requirements, from a simple repository to a sophisticated Quality Management System.
6. Am I Worried About the Cost?
   • While cost is a concern, consider the trade-offs. Low-cost solutions may lack necessary control and scalability, while high-end options may be prohibitively expensive for early-stage businesses. Evaluate based on your current and future needs.

Conclusion

Choosing an EDMS often involves balancing immediate needs with future growth. Creating a list of MoSCoW requirements (Must Have, Should Have, Could Have, and Won’t Have Yet) can help prioritize features. Demonstrations and trials are useful for assessing what will work best for your organization.