Are you someone who has more documents than you can keep track of? Is paper-pushing an integral part of your job yet the volume of documents you have to handle is completely overwhelming? If so, electronic document management is an area of information technologies that you ought to develop a good mastery over.
As its name implies, a DMS or document managing system is simply a computer system that allows individuals and businesses track and organize documents. Therefore an EDM and EDM software facilitates the storage and organization of electronic documents. Given the fact that our information is becoming increasingly shared and stored in a digital format, EDM is becoming an essential part of managing this host of information. The following outlines some of the functions that EDM software carries out.
Capture Functions.
When EDM systems are put in place, they are often used to capture certain aspects of the documents that they manage. Essentially, the capture function of this software acts to process images of certain paper documents. In addition, this function can also extract the most pertinent aspects of different documents, for example, the bubbles or checkmark boxes used in most standard tests today.
Storage Functions.
This storage function has to do with monitoring and ensuring that certain documents are stored for a certain amount of time. Eventually, this function will also take care of document destruction and will take care of destroying documents that are no longer needed.
Retrieval Functions.
Once documents have been stored and archived in different ways, you will need to be able to access them at a moment’s notice. EDM systems’ retrieval function enables you to do so. Flexible retrieval methods enable you to seek out a document by searching certain keywords and aspects of the texts in question. More general retrieval methods will require your searching a document by name or date.
Security Functions.
Certain documents need to be protected from being accessed by anybody but those entitled to them. Medical documents, legal documents and other government documents all represent classes of information that are typically protected for one reason or another. EDM software often acts to mark documents that require this added securitization, disallowing general access.
Reproduction Functions.
EDM systems also allow individuals and businesses to reproduce the documents that they have stored and organized. After all, organizing massive amounts of data is fine and well but that information will probably need to be extracted and handled again at some future moment.
All in all, EDM software is incredibly helpful in facilitating the organization and storage of important information. Help yourself and look into making use of this software.
If you are looking to learn more about EDM software, contact Axacore.
