Electronic Document Management Systems Explained – Part 2
We continue to explore the capabilities of EDMS.
In, ‘Electronic Document Management Systems Explained – Part 1’ we touched on the history of electronic document management systems, also known as EDMSs. We also started to take a look at some of the capabilities of EDMSs.
In this, Part 2 of our article, we will cover some of the remaining capabilities of electronic document management systems.
The Capabilities of Electronic Document Management Systems Continued
EDMSs can have many capabilities that can help you and your organisation manage and more effectively use records and documents.
Depending on the needs of an organisation and the applications they make use of, EDMSs can sometimes be integrated with these applications. This allows documents to be accessed through an application and edited and then saved back in the EDMS.
Sometimes it is necessary to validate or draw attention to certain aspects pertaining to your documents. For example, a document may require certain signatures or be missing signatures or there may be some other issue with the document.
An EDMS Validation System will allow validation marks of various sources to be added to or printed on documents.
An electronic document management system would be pretty useless without the ability to retrieve documents. There can be many methods of retrieving documents. These methods can be as simple as typing in the name or unique identifier of a document or as complex as using multiple keywords, phrases, tags and categorisations.
The method of retrieval will to a large degree be dependent on the indexing and metadata used by the EDMS.
Depending on the requirements of an organisation, document publishing may be a simple process or a complex one. In certain regulated industries the process may require specific procedures to be followed to ensure documents are created, reviewed and approved before publishing and that evidence of the use of such procedures is available.
All electronic document management systems will allow for document and image reproduction. This, of course, may be subject to certain restrictions or protocols in order to maintain security.
The distribution of documents and images is also a key for any EDMS. However, the distribution will be subject to many rules and processes in order to maintain security and maintain the integrity of original records and documents.
Workflow is an important part of electronic document management systems. Many systems have built-in workflows while others can be extensively customised based on the needs of the user.
In some cases, a manual workflow may be required while in others complex rule-based workflows may dictate the flow of documents from person to person or department to department.
In a working environment, documents are often created through collaboration. Thus any good EDMS should allow for collaboration on documents by multiple users.
Versioning is a must for a good EDMS. Whether a document is created through collaboration or not it should have a version history indicating changes to it over time.
Document searching is another aspect to document retrieval and an important part of an EDMS that makes it so useful. Documents should be searchable using document content, defined attributes and search terms.
For more detailed information visit: https://en.wikipedia.org/wiki/Document_management_system