What are the steps involved in EDM?

Electronic document management (EDM) takes place in four distinct stages. These are: document acquisition, indexing, storage and distribution within the company. An EDM solution can considerably reduce the use of paper documents in companies, or even eliminate them altogether.

 How do you successfully implement EDM software in your company?

Adopting electronic document management (EDM) in a company is not something that can be improvised. Setting up an EDM requires rigor and preparation. Successful integration is synonymous with gains in productivity, space and substantial savings. Otherwise, the company is heading for an anarchic situation, making document management a very difficult task. According to the adage "Prevention is better than cure", users should be involved right from the start of theneeds analysis process.

What about the four stages of an EDM solution?

From the dematerialization of information to the distribution of electronic files, each stage is of the utmost importance. If employees are to use the EDM system flawlessly, everyone must be involved.

What is document acquisition?

The first step is to integrate all the company's documents into the EDM system. A natively digital document, or one produced electronically, will naturally find its place. This is generally the case for all or part of the company's internal information. External documents and archives, often in paper format, need to be dematerialized. They are scanned to extract content data. Once digitized, they can be processed by the EDM.

What document filing method does the EDM use?

Electronic document management requires a filing system, just like paper document management. This step is essential for searching and consulting documents. To facilitate access to information, files are indexed using one of the following methods:

• Indexing by type uses a date, a reference number or a customer number;
• Indexing by keywords or metadata is carried out as required.

The choice depends directly on an analysis of user needs. Extensive consultation beforehand enables theorganization of the filing and indexing system to be adapted to the company's needs.

How does document storage work in an EDM?

There are a number of different storage solutions for preserving and archiving documents. Here again, the choice must be made on the basis of identified needs. We take into account the distribution of information, the volume of existing and future storage, the lifespan of the data and, finally, the security of the content. Whether it's an on-site server, an outsourced server or a cloud solution, you need a storage system that can evolve. It needs to keep pace with the development of the company's services.

What are the tools for distributing a digital document?

Internet, intranet, e-mail or sharing platforms: there's no shortage of information distribution systems for companies. You can choose one or combine several. The key is to use software that provides simple, fast and secure access to documents. Documents can be consulted on demand, received via an automatic process or shared. However, specific user access rights and identification procedures must be defined to guarantee data security.