Electronic document management (EDM) - steps towards better workflow

With the electronic mail revolution and with computerisation in general, business communications have undergone massive changes in recent years. Traditional corporate communication methods such as mail, couriers, faxes, and even telephones have been downgraded in terms of importance for day-to-day business communications.

But with the changes have come some fresh challenges. Two in particular are at the top of the list of headaches for most organisations. Firstly, the problem of email overload, and how to file and allocate all the attached documentation which accrues. And secondly, the continuing need to manage electronic documents thus generated, and the more tradition paper-based documents which are still part of the business workflow.

Workflow problems: an exampleTo solve the first problem, many software systems have been developed for email management. However, these do not necessarily solve the second problem, and at the same time, they miss the opportunity to attack both issues with one overall software solution. Consider this example situation. An invoice arrives in the regular mail and is filed by the bought ledger department. At the same time, a confirmation email arrives to the purchase initiator stating that the invoice has been sent. This gets copied to the accounts department via internal network. The accounts department can respond to this to acknowledge receipt, but crucially this is not electronically linked to the details of the invoice. Thus later, if a query arises, an email management system will be able to retrieve the email, but the invoice will take more hunting through other files. Thus time and money is unnecessarily wasted on searching for related information stored in different ways and formats.

Electronic Document Management solutionsFor many businesses the solution is to be found in using electronic document management (EDM). EDM is a high-level storage system which collects, indexes and stores information in all forms - including email of course - and which consequently can be easily searched and audited by every staff member to whom it is relevant. An integrated, organised electronic document management system ensures a business is storing and protecting the important information and knowledge that make up the intellectual and intangible assets of the company. Additionally and crucially, it ensures a company meets its legal requirements for the storing and retrieving information which in some cases is a need that goes on for many years.

Things to look for in an EDM systemThe best advice to begin with, is to ensure the EDM system can manage all types of document, not only email. This would include paper documents and well as electronic formats, for example faxes diary records and written reports. Also, of course, video and audio formats are often part of a company's knowledge base, and should be included.

The system should also be able to allow editing and modification (password protected) of documents from within the system. Originators of documents might be using their own particular front-end application, but where the document produced is shared, it should be editable via the EDM.

The system should allow access to records according to a managed set of rules and guidelines to be set up in the EDM system, with a corresponding audit trail to ensure security and accountability at all times.

How does EDM work?They work by scanning documents into a system where they are automatically indexed and filed electronically, so documents can then be instantly recalled by searching on key words. The systems can work in tandem existing software such as accountancy packages and contact databases, so that output from several different systems may be electronically filed within the one overall meta-system.

How to choose an electronic document management system One of the first things to look for is an electronic document management system that is very easy to use. It should be easy to install across a network, and be up and running within days. Pay attention to the user interface - the best systems have invested hugely in these, to ensure that staff will require minimal training to use the system. Remote access to documents should also be explored - finding documents while on the move should be straightforward.

Finally - the benefitsThe main benefits to an EDM installation are improved productivity, better teamwork and work relations. Staff will become used to sharing knowledge and documents to the benefit of all. Less paper in the office makes environmental sense, with no space-consuming hard copies to find room for. In short, all data becomes instantly available at the touch of a button, offering peace of mind that company procedures can be followed in detail, and response to regulatory checks can be actioned the moment they are required.