In particular, this use of digital documents makes it possible to gain in speed and efficiencybut alsoensure data security which can be very sensitive.
In this article, we explore the possibilities for optimizing your electronic document management.
Understanding electronic document management: what is EDM?
Electronic document management is a computerized document management solution of a company. It is used to efficiently manage all stages in the lifecycle of a digital document, from creation to archiving, including retrieval, storage, organization and distribution.
The EDM includes tools and functionalities such as indexing, access authorizations, version management and workflows. It's a process that makes it much easier for staff and departments to work together and access informationwhile securing sensitive data.
EDM versus traditional methods: undeniable advantages
Searching, filing and retrieving paper documents is often a long and tedious process. The electronic version makes it possible to centralize information and, thanks to advanced features such as indexing, harmonize and automate processes. With electronic document management, you gain in efficiency, productivity and time.
All your digital documents are also accessible from any device connected. Your employees can access them and share them between departments quickly and easily.
Electronic management also makes it possible to secure access to sensitive informationThis is made possible by the ability to create specific authorizations for each document and each user. This means that only authorized people can view or update the documents in question.
Last but not least, the use of electronic documents significantly reduces paper consumption. An approach that is both economical and environmentally friendly.
Optimize your electronic document management: key points
To take full advantage of these benefits, the electronic management of your documents must be optimal. The choice of EDM software is therefore crucial. It's the one that offers you the essential functionalities to exploit your documents quickly and efficiently, but also to ensure the security and confidentiality of information, in compliance with the General Data Protection Regulation (GDPR).
The right electronic document management software
Open source, proprietary or custom-built, the choice of your software is important. The primary objective of electronic management is to make it easier to find, modify and share your documents, so it must be intuitive so that users can perform tasks quickly and exploit features easily.
The functionalities it offers must also, if not imperatively, meet your specific needs and tailored to your business sector, so you can make the most of your documents. These features include
- L'indexing and advanced search metadata (date, title, author, keywords, etc.) to each of your files, making it easy to search and classify information.
- Visit version management Electronic document management allows you to keep track of the different versions of your documents and keep a history of modifications.
- Visit workflow management Workflows define the steps and actions required to manage your documents. They facilitate task automation.
- Visit access control and authorizations The software must enable you to define access authorizations, necessary to guarantee the security of documents and information.
Efficient organization of electronic documents
Organizing your documents is crucial to making your employees' work easier, more efficient and more productive. That's whyindexing is essential. This process, which involves assigning metadata (date, title, author, keywords, etc.) to each of your files, enables them to be structured and classified in a logical and coherent way, as well as sorted and filtered according to specific criteria. Thanks to indexing, the research of documents or information is therefore fast and precise.
There are various techniques for indexing and characterizing electronic documents. These include manual indexing, indexing based on tags or file properties, and automatic indexing using AI and machine learning.
Enhanced data security and confidentiality
Electronic documents can contain sensitive information that needs to be accessed securely. EDM software enables you to define specific access authorizations so that only authorized persons can access it. Visit data encryptionThis makes them unreadable for anyone who doesn't have the decryption keys, and protects them from cyber-attacks, among other things.
Best practices for an optimized EDM
While the choice of electronic document management software is essential, it does not protect you from the risk of errors or data loss. This is another essential point to include in your strategy, in order to fully optimize your EDM.
Employee training and awareness
Staff training and awareness-raising are therefore of crucial importance. It enables your employees to familiarize themselves with the software and its functionalities. But also to reduce the risk of errors (accidental deletion, transmission of sensitive information, etc.) and to ensure understanding the importance of safety and data confidentiality.
For this, the specialized external companies advise and support you. They have all the knowledge and skills you need to train your teams and ensure optimal electronic management. This is an aspect not to be overlooked.
Regular backups and data recovery plan
Finally, it's important to remember that computer breakdowns and system failures can happen. For this reason, regular backups are essential. They enable you to prevent data loss which can then be recovered.
It is therefore necessary to establish a recovery plan of your data: this should determine the frequency of backups, the method used, the storage location, the recovery plan (steps to be taken to recover data), and even include periodic recovery tests to ensure that the procedure is working properly.
There are various backup technologies (on physical media, in the cloud, by deduplication, mirrored, etc.) and restoration methods (granular, identical, etc.). It is of course essential to ensure that these technologies and methods are reliable and efficient to ensure the security of your data.
Electronic document management, an undeniable asset
Electronic document management (EDM) is a major asset for companies, enabling them to increase efficiency and speed, and secure data that is sometimes sensitive. However, the process requires specific skills and knowledge if you want to take full advantage of these benefits. Digitizing your documents doesn't just happen...
With 30 years' experience, Vivetic Group guides you through your digital transition. Our experts, specialists in digitizing document processes in the press, bancassurance, e-commerce, distance selling and real estate sectors, advise and support you in your project.
Would you like to increase efficiency, reduce costs and optimize your document processing cycle?
