What is Electronic Document Management System, What Does It Do?

How many employees do you have in your company, how many files do each of your employees create per day, where is it stored, what is the document management system, why is it necessary?

Business Documents, as in our daily life, support all the work done. Documents are corporate Know-How resources produced by institutions / businesses while performing its activities. They are used over and over again in similar activities.

  • They are corporate information sources.
  • Provides legal support and compliance with legal processes.
  • It supports different standards.
  • It is the guarantee of accountability.

Document management systems are among the indispensable needs of many businesses of all sizes. Especially in companies that carry out large and global operations, keeping documents on a local computer and sharing them by e-mail can be unhealthy, cause mistakes and security gaps. Electronic Document Management Systems are corporate business solutions that have emerged precisely for the solution of such problems and risks.

According to a research by Gartner, 80% to 95% of the current company data is kept on paper and local PCs. Again, according to another research by Gartner, an average of 25% of documents are kept in the wrong place in the system and employees spend 60% of their time searching for these documents. Research reveals that this method of working incorrectly reflects 15% of company revenue as a negative cost.

Document Management System ?

Although Document Management Systems known as tools for keeping data in the cloud, they are much more than these.

If we describe it basicly, document management softwares are business tools that span the entire company, enabling you to digitally organize all files, documents and documents related to all your business processes. Labeling, cataloging, filing, approval, workflow, signature, transmission, review etc. It is your most important tool for the digitization of all these works you perform on paper. Document management systems are corporate software that is spread all over the company and interacts with almost all of your company’s personnel.

What are the Benefits of Document Management Systems?

1. The Importance of Corporate Memory

Document management systems are unique resources for corporate memory and know-how that companies have accumulated over the years. It allows the works to be perfected with the experience it provides. It prevents data loss due to personnel, process or different reasons. It saves companies from being dependent on people.

Corporate Memory is a very valuable treasure, especially for large and multi-point managed companies. If only Know-how can perfectly transferred to young and dynamic new generations, continuous success can be achieved. The fact that new generation’s benefit from past experiences and accumulation helps them to make less mistakes in their jobs and enables them to use time in the most economical way when making decisions.

2. All Stakeholders, All Projects, All Group Companies

Document Management Systems offers a web-based common data environment (CDE) where users can collaborate smoothly and securely. All correspondence and document traffic should be managed through the system, this platform should be accessible even in different locations with limited internet connection.

The collaboration platform should support any type of file, from drawing files to 3D BIM nad .ifc models, for active and real-time use by all employees. Only with this way can all stakeholders and projects work together.

3. Information Security Policies

Information Security is one of the most critical issues for companies. Uncontrolled Transfer of critical information into the hands of competitors can have dangerous consequences for companies up to bankruptcy. In order to prevent such risks, companies need reliable and secure systems to store their critical information with critical authorized access. Document management systems enable companies to store all information in accordance with procedures such as Information Security and KVKK in different regulations within and outside the company.

4. Finding What You Are Looking For

Whether you use physical storage or digital systems, the most common thing users do about documents is search. The most important success criterion for a staff is easily finding the file he is looking for. Document management systems contains a wide range of engines for search operations. With these search engines, you can deepen the search with file name, tag, metadata, folder tools as well as technological OCR systems where you can search the content of the file. Document control software contributes to increase employee productivity by reducing the time loss in search operations with these features.

5. How to Prevent Data Loss?

Data loss is one of the most sensitive issues for companies. It is possible in today’s technology to store critical documents by classifying them correctly with right authorization to find them easily when required. By following this cutting edge technologies closely, companies can benefit and use systems that are suitable for their own procedures and workflows. It is necessary to make sure that the systems are designed to prevent 100% data loss in terms of authority and roles. By preventing data loss in your company with the right system and authorizations, you can prevent your critical / confidential documents from falling into the hands of unauthorized people.

6. Are you sure that your Document / Layout is the most up-to-date?

In practical life, we always encounter physical files everywhere. However, these files carries risks that can lead to major losses and errors, such as faulty manufacturing.

Document management systems offer QR code supported technological solutions to check the current / validity of files and drawing layouts. It is possible to check whether the file is the latest / current version by reading the QR codes on hardcopy with any mobile device. In this way, misuses or wrong productions in projects can be prevented.

7. Functions Suitable for Your Processes

Documents can be exchanged internally and externally (with 3rd parties) through Document Management Systems, related workflows and reviews can be processed. Different stakeholders can quickly submit their reviews on a file, so that review/comment cycles can be managed and tracked without wasting time. With active log features, the information of which stakeholder can access which file and which functions can be easily tracked and followed.

8. Is it possible to share the findings related to Quality and Safety?

Some Document Management Systems with a wide scope allows generation of NCR and False/Incorrect Manufacturing etc. forms with pictures taken from mobile devices automatically. Also they provide mail engines to share these documents with customers or subcontractors / suppliers. System can create advanced reports about whether access to this data can be obtained and data status (open / closed) can be followed.

EDMS Overview