An Electronic Document Management System (EDMS) allows you to create a searchable filing system from paper documents. EDMS has been promising a paperless office since the 1970s, although paper usage still seems to increase each year. Offices are currently adopting EDMS technology due to several driving trends.
Decreasing Costs of Electronic Storage
The cost of electronic storage continues to drop, making EDMS an increasingly desirable alternative to paper storage. On one gigabyte of data, you can store 200,000 sheets of paper, which would take up to 10 filing cabinets. Electronically-stored documents are also easier to manage, move and destroy.
Availability of Fast Input
The input of documents into an EDMS has traditionally been a costly, time-consuming process. The common availability of input devices such as scanners and multifunction copiers means that offices can easily input data into their EDMS. New features like sheet-fed scanners are especially helpful for this task.
Office workers today are much more likely to have computer skills than they were just a few years ago. This trend reduces the amount of time and training these workers need to effectively operate an EDMS. A worker who is proficient in EDMS can quickly locate a desired document by searching for a particular text string or document attribute.
The government is imposing increasingly more stringent requirements on the protection of data. Legislation that controls the privacy of data includes the Gramm-Leach-Bliley Act, HIPAA, the Patriot Act and the Sarbanes-Oxley Act. These requirements are causing offices to reevaluate the storage, security and retention capabilities of their paper-based document management systems. The data security needed for some types of classified information now requires this information to be stored electronically.
Government regulations such as the Paperwork Reduction Act of 1996 are encouraging offices to reduce the amount of paper they use. This trend has caused digitally-scanned documents to become more common in government applications. For example, many courts now require attorneys to submit documents electronically. The advantages for the government include lower costs, improved access to information and lower space requirements.
We can explore the specific benefits of document management with you. Contact us today if to learn more about how we can help you implement an Electronic Document Management System.