What is an Electronic Document Management System?
With the evolution of the industry and the maturation of the age of information technology and telecommunication, the technology behind document management has progressed, allowing access, consultation, transparency, optimisation and availability of information. However, in order to work effectively, clear policies on production, distribution, consultation, retention, storage, preservation, and final disposal need to be established, because every decision made with the handling of each document has effects on the final document.
This progress has made it possible for information, regardless of whether it is a “document”, “archival document”, “data” or “content”, to be electronically conceived.
The terms to be taken into account when discussing information systems associated with document management and control are:
When talking about an Electronic Document Management System (EDMS), we refer to a software system that controls and organises documents, regardless of whether they are referred to as electronic documents or not.
EDMS, unlike ERMS, which do not allow the modification of documents once they are declared as archival documents, are tools that facilitate the creation, editing, modification and distribution of electronic documents that are generated in each of the processes of the operational management of an organisation or company, to have the possibility to keep several versions of the same document, according to modifications or comments made during the same, and store supporting documentation that is considered relevant for each of the procedures or tasks.
This is what the Document Management Module of ProcessOnLine’s BPMS, an Electronic Document Management System (EDMS), which allows our clients and their users not only to create, edit, modify and distribute documents, but also to access and consult documents anywhere, as well as store, preserve and determine their final disposal.