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A document management plan that is well-organized is essential to maximizing your business and increasing your organization’s competitiveness. It’s not as simple as simply pressing a button and enticing everyone to accept the change. You’ll need to help each team understand how implementing your document-driven processes will increase their productivity and efficiency.
An EDMS eliminates the need to have physical files to be saved and managed before being retrievable. This allows your team to reuse storage space and other resources that can be used elsewhere. It also minimizes the risk of losing files or loosing paper files.
Many EDMS platforms are also multi-platform, allowing teams to work from desktops and mobile devices, without compromising the integrity of data, document control or access to content. They also provide real-time monitoring capabilities that are easy to understand and let you see how your document-driven processes are performing at a level of 10,000 feet.
Furthermore it is important to note that an EDMS will automatically maintain copies of all iterations of a specific document throughout its life cycle which is crucial for legal compliance and document https://dataroomdvd.com/what-to-look-for-in-a-secure-email-provider/ retention policies. It will also allow the imposition of a legal hold that stops files from being deleted or altered until the hold is lifted. This is a significant benefit over the DIY approach to document management that many organizations take with file-sharing services such as Google Drive, Dropbox or Box, which can quickly become insufficient for a growing and demanding business that requires the most robust control of files and indexing capabilities.