05 Feb

Definition And Benefits Of Emd

The Electronic Document Management (or Electronic Management of Information or Existing Documents - GEIDE) includes all the techniques to manage the flow of documents that enter, leave or circulate within the company. It is part of a process of collaborative work, capitalization and exchange of information.

Finding a document is ten times more expensive than producing it. Digitizing a document and wishing to treat it only in its digital version seems to be a relevant alternative. This facilitates research and guarantees the company a more efficient and effective information system.

Electronic Document Management (EDM) is an IT tool that directly supports document management operations :

  • creation (according to defined approval rights),
  • archiving and storage,
  • classification (constitution of files),
  • indexing (association of information or "attributes"),
  • research and restitution,
  • control (management of access rights, locks).

Benefits of EDM :

  • Unique documentary repository: each document exists in a single, official copy. There are no more duplicates.
  • Protected and fast access: documents are protected against unauthorized access; they are easily accessible through search and navigation functions.
  • Document protection: documents are protected against loss, against accidents and malice.
  • Uniqueness of documents: more duplicates or triplons of the same document, so more confusion possible.
  • Access control: access to documents and their modification are checked and recorded in an activity log (trace or log).
  • Version management: the versions of a document are saved and thus allow to have a perfect history of the modifications.
  • Activity Log: All events and actions are recorded in a log, thus providing an activity audit for quality.
  • Standardization: The naming and filing of documents can be automated and satisfy a charter or standard, thus increasing the legibility of information and its usability.
  • Reliable and up-to-date information: due to the uniqueness of the data and the guarantee of always having the latest version up-to-date or applicable.