[ Introduction ] [ Mechanics ] [ Benefits ]

The general benefits that businesses can accrue from implementing an Electronic Document Management system are listed below, but remember that not all will apply in every case, and they should be taken as a checklist or guidelines for an audit.

• Productivity is increased - allowing you to concentrate on the real priorities
  • no searching or making requests for missing documents
  • retrieval is fast, accurate, and flexible
  • information is available to authorised staff in multiple locations without leaving their desks
  • easy transmission of documents (e.g. CD, e-mail, internet, fax)
  • the need for two Information Management systems (paper and computer) can be avoided
• Costs are reduced - or not increased
  • stability of staffing levels as business expands, but documentation stays under control
  • print document copies only when really necessary
  • less filing cabinets required
  • physical space can be saved - possibly reducing the need for bigger premises
  • wear and tear on documents is removed
• Security is strengthened
  • documents are always available and can never be physically lost
  • information is secure to only authorised staff
  • the system functionality can be segregated to designated staff
  • documents can only be accessed by authorised personnel
  • multiple copies of the data can be taken and stored off-site
  • can provide the basis of disaster recovery
• Health and Safety
  • potential fire hazard caused by storing paper is removed
  • potential problems caused by filing cabinet obstacles and stacked shelves removed
• Hidden potential cost savings
  • lost documents - no wasted time and effort searching for missing documents
  • inaccessible documents - cabinet locked or office closed - not with EDM
  • insurance - lower costs because no potential fire hazard
  • no photocopying required
  • delays due to unavailable paperwork avoided
  • lower customer service (lost business) avoided
  • delays in decision making due to unavailable information avoided
  • missed business opportunities due to unavailable information avoided
  • staff turnover and cost of hiring and training reduced
  • bottlenecks caused by many staff wanting same documents avoided
  • multiple access to documents available

These are just some of the benefits that can be obtained by investing in an Electronic Document Management system.

If there is a firm requirement to have documentation readily available at all times, then an Electronic Document Management system is the only realistic solution.