How does a company manage the various documents that come in continuously? If you don't know the answer, don't worry. For new companies, they usually still use less structured data management. Once a company becomes large and there is a lot of data to manage, it is necessary to become familiar with more sophisticated data management tools, such as EDMS. Without good management, various problems will arise, such as very high losses in productivity. If you lose productivity, the company will automatically lose income too. To understand the importance of EDMS, we must first know what EDMS is. Check out the complete information below.

What is EDMS?

EDMS is the abbreviation for Electronic Document Management System. EDMS is a system where company documents are stored, retrieved, managed, and used as needed. But actually, the use of EDMS can be more than that. A comprehensive EDMS has a number of functions, from records management and content management to digital imaging and document conversion. In other words, EDMS is a software system for organising and storing various types of documents. This type of system is a more specialised management system, not just for storing documents. EDMS refers to software that is capable of handling digital documents, not paper documents, although EDMS can also be used to digitally scan original paper documents. EDMS provides an easy way to centrally store large amounts of digital documents. In EDMS, there are also various features that make document storage and retrieval more efficient. In order to provide a good classification of digital documents, many EDMS rely on detailed document storage processes, including elements called metadata.

EDMS Functions

There are many functions of EDMS that users will get. Among others are:

1. Office Automation This EDMS software is capable of automating all aspects of a modern office, such as creating electronic documents, preparing tasks, approving task execution, implementing control, sending and receiving electronic correspondence, and using digital signatures. create reports and many other electronic documents. Office automation can increase employee productivity and efficiency. What's more, automated processes can help reduce costs by speeding up the duration of work to carry out certain tasks.
2. Various Document Variations All document variants can be stored in the system in different categories, according to their type. EDMS comes with various types of documents, such as letters and tasks: 'Incoming,' 'Outgoing,' and many more. EDMS allows companies to customise various documents according to the needs of various businesses. EDMS allows companies to create custom types of documents with a set of required fields and functions. Whether it's a special report for printing or for digital use, everything can be created in EDMS.
3. Flexible Document Workflow EDMS allows companies to configure flexible workflows between departments within a single company. For example, to organise the order of approval, signature, implementation, and many other needs. Reports or documents can be created using strong visuals. This allows EDMS users to manage workflows manually. If the company implements an adaptive workflow process within the company, operational costs can be significantly reduced, starting with the costs of purchasing paper, toner, and mailing supplies. There is already a template, so EDMS will avoid duplication of processes and human errors. EDMS is an excellent way to increase business efficiency.
4. Collaboration: EDMS allows for collaboration, which can be especially effective when teams are split across multiple locations. Employees included in the team can divide tasks among different locations using web access. Overall, EDMS provides a good means to share access to company resources and collaborate on documents.
5. An integrated email server makes it possible to create internal user mail inboxes in a domain to receive or send messages. The server can also send and receive messages from other email servers (for example, gmail.com, and so on). That way, company emails and documents can be stored in one database.
6. Digital Signature EDMS supports the use of electronic digital signatures (EDS) or digital signatures. EDMS users can sign documents and attachments with a digital signature. Signatures made in EDMS are guaranteed to have integrity and authenticity. No one except the owner of the signature can make changes without being noticed.

Advantages of Using EDMS

So what are the advantages of using EDMS to manage documents in a company? Here are some of them:

1. Impact on the Environment Storing documents digitally means using a paperless system, which will certainly have a positive impact on the environment. Businesses can help conserve natural resources such as forests and water by reducing their dependence on paper.
2. Cost-effective Implementing an EDMS can lead to cost savings and increase business efficiency. By reducing the need for physical storage facilities and paper documents, businesses can optimise physical storage space. So it will automatically reduce storage costs. Plus, digital documents will be easier to search, retrieve, and share. That way, EDMS users will reduce the time and resources spent on manual document management processes. EDMS is able to simplify document workflow and increase overall efficiency.
3. Increase security and data protection. One of the advantages of EDMS is that it increases data security and protection. EDMS offers robust security features, such as access control, encryption, and data backup, ensuring sensitive information is better protected. EDMS solutions also help companies follow applicable regulations in the industry.
4. Increase collaboration and accessibility. EDMS can also help improve collaboration and accessibility within a business. By using digital documents, employees in various departments and locations can be accessed very easily. This process will make it very easy to collaborate on the same document, thereby improving communication and productivity. Ensure that company data remains organized and can be easily accessed by interested parties. Tomps by Telkom Indonesia presents a transparent digital solution for managing company needs through online supervision. Tomps comes with a variety of smart features for planning, assets, and buildings at various scales and industries. Tomps is software that can be accessed via the web and mobile applications. Various real-time values can be displayed in this application with transparency and flexibility to improve company performance. Visit the Tomps website to get a demo.