EDM: definition, benefits and key features for your business

Electronic Document Management (EDM) is establishing itself as an essential tool in the digital age. This computer system makes it possible to efficiently manage all of a company's documents, from their creation to their archiving. \n\nHowever, faced with the multitude of offers on the market, it can be difficult to choose the appropriate solution. Here is a look at the key features to prioritize for optimal document management. \n

Definition and scope of GED

\r\nThe GED designates all the IT techniques and tools that make it possible to manage the complete life cycle of electronic documents. Its scope includes: \n

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• digitization of paper documents;
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• indexing;
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• classification;
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• secure storage;
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• research;
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• modification;
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• sharing;
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• and archiving.
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\nA ged software can support all types of documents, regardless of their format. The tool thus centralizes all of the company's documents within a single, shared database. \n\nThe GED is aimed at all sectors of activity and to all company departments. It adapts to the needs and size of each structure, from small businesses to large groups. \n

The advantages of electronic document management

\nThe GED constitutes an essential pillar of the digital transformation of businesses. It offers concrete and measurable benefits. \n\nFirst of all, it saves substantial time by facilitating research and access to documents. No more filing cabinets and untraceable files. With a GED, it only takes a few clicks to find the information. \n\nThe GED also significantly improves productivity and business performance. It automates and streamlines document management and validation processes, the famous workflows. It eliminates time-consuming and repetitive tasks in favor of activities with higher added value. \n\nAnother major advantage:e strengthening of security and confidentiality of sensitive information. There GED allows you to finely configure access rights according to the profile of each user. It reduces the risk of loss or data leak. \n\nFinally, GED encourages collaborative work by allowing several users to view, modify and share the same document simultaneously. It simplifies inter-service exchanges. \n

The essential functionalities of a GED solution

\nFaced with the multitude of EDM solutions present on the market, it is not always easy to find your way around. To make the right choice, it is better to focus on the essential features. \n\nCapturing and scanning documents constitute the first brick of a GED. It is important to check the compatibility of the software with all formats. Connectors with office and business tools facilitate the integration of the GED in the information system. \n\nA powerful search engine and efficient indexing tools are essential for rapid access to information. There GED must offer varied criteria: search in full text, by keywords, by metadata, etc. \n\nThe functional richness of the tool in terms of handling documents is also an important criterion to take into account. The same goes for the finesse of rights management, in order to perfectly control access. \n\nFinally, with the rise of mobility, access to the GED via smartphone or tablet is becoming a criterion of choice for companies whose employees are nomadic, even in disconnected mode. \n

Disadvantages and points of vigilance

\nAlthough its advantages are undeniable, the GED also has certain disadvantages. The cost of acquiring the solution and maintaining it over time can hold back some businesses. \n\nWe must also not neglect change management with users. So that the tool is well accepted and used on a daily basis, training actions and long-term support are necessary. \n\nThe choice of service provider is another point of attention. Beyond the technical and financial aspects, it is important to ensure the sustainability of the publisher and its business expertise. In the case of a GED in SaaS mode, the location of the data and their reversibility must also be taken into account. \n\nFinally, particular vigilance is required on regulatory aspects, in particular compliance with GDPR. The security, traceability and confidentiality of information are essential. \n

The stages of a GED project

\nThe implementation of a GED generally takes place in project mode, punctuated by different key stages. Such a project lasts on average 6 to 12 months. The first step is to frame the need and formalize the targeted objectivess. This study and design phase requires a precise inventory of the documents concerned and the users. It takes the form of drafting specifications. \n\nThe second step corresponds to the choice of the solution and its integrator. This involves putting several service providers into competition on the basis of demonstrations and POC (Proof of Concept). A negotiation and contractualization phase follows the designation of the partner. \n\nThe third phase consists of deploy and configure the chosen solution in the company. Support for team change guarantees good handling. The recovery of the existing is done in parallel. \n\nAfter start-up, long-term monitoring is necessary to measure the benefits, correct any malfunctions and develop the solution. The company can internally constitute a GED skills center.\n