EDMS – Electronic Document Management System is a software package that organises and stored different types of digital documents.
It provides a way to centralise the storage of a large volume of digital documents that have been sourced in digital format, downloaded or scanned from hardcopy.
Many of these EDMS systems feature efficient ways for document retrieval.
Elements of the process by which the documents are stored provide key details that will help with searching for and within electronically stored documents this is known as metadata.
This can be sorting and searching by date, name, topic or keywords such as Invoice numbers.
The detailed method for organising the stored documents forms a major part of what makes an EDMS a valuable tool for an organisation that is looking to go paperless by having their hardcopy paper documents scanned.
If you do not wish to purchase an off the shelf EDMS such as TRIMM, you can easily have your own storage system by backing up your documents on a network drive, sorting into windows folders for customer/dates/areas/names and sort the pdf files accordingly within these folders.
Once the storage method is devised, a plan can be set in place for the document conversion process.
This will involve the inspection of the documents and a scanning schedule is put in place to match your requirements, desired outcomes, budget and timelines.
It will be up to you to prepare the first lot of scanning, including naming conventions and order in which you want the files converted.
As each batch is scanned, files can start to be uploaded to your servers or stored in your database.
These newly scanned documents are searchable, once the files are confirmed to be uploaded, the scanned documents can begin to be shredded
This cycle of sort – prepare – scan – name – convert – shred is continued until all your files are converted, you have then cleared some office space and ensured the safety of your documents.
Of course, this is why we are here, to help you to get organised.