| Document Management is a popular term around the | | | | Usually, DM is available in the form of a software |
| business office. Oftentimes this term and Electronic | | | | application that manages and maintains documents on |
| Document Management System are used | | | | workstations and servers. Examples could be |
| interchangeably, as if they both represented the same | | | | applications that label folders and create the illusion of |
| method of storing and retrieving documents. The truth | | | | a full-blown EDMS. Other DM systems might specialize |
| is they don't. | | | | in storing images for your business. Of course, an |
| Both have to do with managing your business | | | | EDMS can manage virtually all documents regardless |
| documents; however, only an Electronic Document | | | | of their file format. So how would your company go |
| Management System (EDMS) is capable of monitoring | | | | about creating an EDMS? |
| and managing your documents throughout their | | | | Below is a 10-step method for EDMS development |
| lifecycle. There is a huge difference between the two. | | | | and implementation: |
| An Electronic Document Management System | | | | 1) Schedule a meeting with management and |
| (EDMS) is a complete and integrated system of | | | | document specialists at your business. At this meeting, |
| software, hardware and defined processes that | | | | provide examples of the specific documents and |
| manage the creation, capture, storage, retrieval, | | | | desired formats in which these documents are to be |
| distribution and retention schedule of documents in a | | | | managed and emphasize how the management of |
| centralized repository. | | | | these documents affects all departments within the |
| This is considerably different than simple Document | | | | organization. |
| Management (DM), which may have a couple of | | | | 2) Develop EDMS requirements. Using information |
| EDMS components in an application environment, but | | | | derived from the first meeting, develop a list of both |
| rarely integrates the hardware and methods used in | | | | hardware and software requirements for the EDMS |
| the overall document management process. | | | | considering all aspects of document processing and |
| The centralized repository of the EDMS includes a | | | | retrieval. If necessary, consult a specialist to help |
| server, or you could use a third-party vendor that | | | | establish retention schedules that are in compliance |
| offers storage over the Internet. Whatever the | | | | with all legal regulatory statutes. |
| method, all documents are stored in a centralized | | | | 3) Make an assessment of how the EDMS process |
| repository. The most common misconception between | | | | would function at your company including document |
| the two is misunderstanding the processes involved. | | | | capture, indexing, workflow, distribution, storage |
| EDMS involves the whole document lifecycle at your | | | | retention schedules and the desired folder structure. Be |
| business including, but not limited to capture, indexing, | | | | sure to consider all hardware, software and training |
| access, retrieval, work flow, distribution, storage and | | | | involved at every step. |
| retention schedules. | | | | 4) Review the hardware and software requirements |
| Too often, a simple system involving Document | | | | with your vendor. Also include them on how the EDMS |
| Management on a centralized server is considered to | | | | process would perform at your company. They will |
| be an EDMS. Only if that centralized server is capable | | | | have insights in how to gain maximum efficiency in |
| of managing documents from the point of creation | | | | your EDMS implementation. |
| through the document's entire lifecycle could it be | | | | 5) Make an assessment of the current storage |
| considered as such. | | | | topology at your company including access rights, |
| The fact is that the vast majority of so-called | | | | security protocols, departmental requirements and how |
| "Document Management" software applications fall far | | | | documents are currently stored. This will help your |
| short of a true Electronic Documentation Management | | | | company implement the new EDMS once it is ready |
| System (EDMS). Sometimes hardware equipment (i.e., | | | | to be implemented. Share these findings with your |
| copiers, scanners and multifunction printers, aka MFPs), | | | | management team and document specialists so that |
| that claim to have an EDMS built into them may be | | | | once again, everyone is on the same page - this time |
| mistakenly construed to be an EDMS. Copy machines | | | | with what changes are coming and how the new |
| oftentimes have methods for storing and retrieving | | | | system will work. |
| documents and could have a role within an EDMS, but | | | | 6) Create an end-to-end Implementation Plan. Now that |
| rarely does a copy machine have the capability to | | | | the management team knows what's required and |
| serve as a centralized document repository for your | | | | understands how the new system will function, |
| entire organization. | | | | determine how the system will be implemented in the |
| Key to understanding an EDMS involves | | | | most efficient manner. Documenting a plan is critical to |
| comprehending what a DM is not. EDMS involves all | | | | the success of your EDMS deployment. Take the time |
| aspects of capture, indexing, access, retrieval, work | | | | to create (or build upon) a Visio drawing of what the |
| flow, distribution, storage and retention, whether it is into | | | | EDMS looks like. |
| a centralized repository, Web site or a combination of | | | | 7) Implement the EDMS. Roll out the EDMS, ideally with |
| both. | | | | a selected group of users and one centralized storage |
| Document management oftentimes only describes | | | | repository. By deploying the EDMS within a department |
| where the storage and retrieval of an organization's | | | | or single office location, your team will become familiar |
| documents are. Keep in mind that an EDMS is capable | | | | with it prior to implementing it company wide. |
| of monitoring and maintaining documentation in its | | | | 8) Thoroughly test the EDMS from capture through |
| native file formats including MS Office files, audio files, | | | | workflow to storage and retrieval. If this is set up with |
| video files and a host of other file formats. | | | | a dedicated server, thorough testing can be conducted |
| An Electronic Document Management System is | | | | with only minimal disturbances to business operations. |
| capable of performing numerous tasks including:o | | | | 9) Take the time to thoroughly train employees on |
| Authentication - An EDMS provides methods for | | | | proper methods to capture, index, access, retrieve and |
| confirming the authenticity of a particular user logging | | | | store documents into and out of the repository. |
| onto the system to access documents in the | | | | 10) Follow up by seeking out ways and means to |
| company's repository.o Capture - The EDMS can | | | | continuously improve your EDMS system. Historically, |
| capture documents electronically through scanning or | | | | as you become more familiar with the EDMS features, |
| by pushing digital files into one or multiple repositories | | | | your staff will look for ways to improve it. |
| simultaneously in their native file format(s).o Indexing - | | | | By following these steps, your company can introduce |
| The EDMS can be manually configured to complete a | | | | a solid EDMS capable of so much more than the basic |
| task known as "indexing" so one or many documents | | | | features of most Document Management applications. |
| are categorized and pushed into the correct location in | | | | Be sure to consult experts in the EDMS field to help |
| a repository.o Workflow - At most businesses, certain | | | | you develop the EDMS that your company is |
| documents pass through several locations before the | | | | considering. Experienced professionals can provide an |
| files are approved. The EDMS can establish and | | | | unbiased opinion as to what your company's various |
| manage the rules of document routing and provide a | | | | departments require for a successful implementation. |
| roadmap of where a document is in the workflow | | | | Once the EDMS is in place, your company will have a |
| process.o Retrieval - How documents are retrieved | | | | true system that manages, monitors and controls |
| and by who are important considerations when using | | | | access to all company documents from the moment |
| an EDMS. HIPPA compliance and Sarbanes Oxley | | | | they're captured and pushed into the repository. With |
| requirements can impact what documents need to be | | | | proper backups, never again will documents become |
| stored into and retrieved out of the repository.o | | | | lost, stolen or altered unless authorization has been |
| Storage (archiving) - An EDMS also has one or | | | | granted. A true EDMS can establish peace of mind |
| multiple repositories where the documents are stored | | | | along with money-saving efficiency at your company. |
| in-house on a centralized server (whether it be a | | | | Your business will benefit from an EDMS. Not only |
| storage server or Web server) or offsite using a | | | | would such a system help your core business |
| third-party service provider.o Disaster recovery - The | | | | processes flow more efficiently, but having such a |
| EDMS serves as the primary method for recovering | | | | system enables authorized personnel to access |
| documents in the event of a disaster at the workplace. | | | | virtually any document you store. Remember this: It is |
| With all these capabilities contained within the EDMS, it | | | | important to understand that there is a huge difference |
| becomes easy to understand how often a simple | | | | between an EDMS and simple Document |
| Document Management system fails to function as an | | | | Management (DM). |
| Electronic Document Management System (EDMS). | | | | |
