EDMS - Electronic Document Management System

An Electronic Document Management System (EDMS) is a digital solution designed to manage, store, and track electronic documents and images of paper-based information. EDMS services streamline document handling processes, ensuring efficient organization, retrieval, and sharing of documents.

These systems, often referred to as EDMS software, enhance productivity and compliance by providing secure access, version control, and audit trails for all managed documents.

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What is an EDMS (Electronic Document Management System)?

Every organization will be familiar with the concept of filing documents. In an era when paper was the primary means of communicating with stakeholders such as suppliers, customers, employees, board members, and so on, all the relevant contracts and communications would be filed in an organized manner for easy retrieval. The documents could be anything from invoices, sales orders, contracts, to photographs, phone interview transcripts, and even video clips.

In this era of electronic documentation, this purpose is served by the EDMS (Electronic Document Management System). Computer programs and storage are used to manage the various kinds of documents an enterprise uses. You can create a new document using the EDMS or scan and store a hard copy in electronic form.

An EDMS (Electronic Document Management System) lets you create, edit, process, revise, and store documents not just in text form but also in images, video, and audio files. Providing a single view of all the documentation. EDMS (Electronic Document Management System) also integrates scanning and printing features along with storage. One of the greatest benefits of having a well-designed EDMS (Electronic Document Management System) is that it integrates with other applications such as your enterprise’s ERP and CRM, enabling you to automate document-related workflows.

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Why is EDMS (Electronic Document Management System) Required?

An EDMS (Electronic Document Management System) such as the one from ComplianceQuest can smooth your document workflow in many ways.

Why Electronic Document Management System (EDMS) Required?

Automate Documentation Workflow: Be it creating new documents, reviewing, publishing, classifying, and storing them in a central repository, ComplianceQuest's EDMS (Electronic Document Management System) automates the entire document workflow. You can automate your approvals, reviews, and Change Management processes, thereby ensuring a single version of the truth that can be easily identified and cross-referenced.

Save Costs: With EDMS automation, storage, retrieval, and access of documents have become simple and easy, resulting in savings on costs. A Deloitte study reveals that a large retail bank was able to reduce processing costs by as much as 25% by going paperless. By storing your documents online, you can save costs on real estate and physical storage, as well as ensure business continuity and disaster recovery.

Better Security: The documents need to be protected with restricted access as per your internal data governance policies. ComplianceQuest ensures that access to sensitive documents is given only with appropriate authentication and authorization.

Compliance: ISO 9001, FDA, and other regulatory bodies make document management a mandatory requirement. Other federal and state regulatory regulations, such as Sarbanes Oxley and HIPAA, also require Compliance Management with their guidelines and penalize non-conformance with fines, revoked licenses, and even criminal liability at times. A robust EDMS (Electronic Document Management System) makes adherence to compliance requirements a lot smoother.

Audit Management: ComplianceQuest's Document Management also enables an audit trail by capturing details such as when a document was viewed last, by whom, and modifications made, if any. During inspections and audits, the documents can be retrieved and shared easily.

Better Collaboration: An Enterprise-Wide Document Management System like ComplianceQuest lets teams from across geographies and functions access the same document with greater ease. Sharing, reviewing, and approvals become easier over an automated data control system, with all members getting a unified view of the documents. Traceability also lets them know any changes that were made, by whom, and when.

Business Continuity and Disaster Recovery: ComplianceQuest Document Control Software is cloud-based, built on the robust Salesforce.com. As a result, even during disasters – man-made and natural – your business continuity is ensured as the documents will remain safe and highly traceable.

Improved Productivity: Automated document control software frees up your resources to focus on more critical functions and improves productivity as well as the efficacy of the processes. Enjoy greater flexibility and scalability with a cloud-based DMS such as the one from ComplianceQuest that is future-ready and can protect your investments.

Features of an EDMS (Electronic Document Management System)

An EDMS enables Document Management Solutions right from the time it is created to the time it is published, and even after it needs to be destroyed as per regulatory needs. The key features of an EDMS (Electronic Document Management System) include:

Document Creation:

You can create a new document on the EDMS or input files such as scanned documents, emails, mobile applications, or the web.
Document Indexing:

Searchability is one of the key features of EDMS that makes it easy to locate documents. Indexing it by tagging with terms improves the quality of search results.
Document Search:

In EDMS,the search feature should be powerful and look through the document file name, content, metadata, and have advanced filters. It should be able to find a relevant image, audio, or video file.
Document Processing:

Paper-based documents need to be converted into electronic format, and the EDMS (Electronic Document Management System) should have Intelligent Character Recognition (ICR) and/or Optical Character Recognition (OCR) capabilities. It should have document templates for standard formats, link different but related documents, and integrate with the ERP/CRM system. It should enable the sharing of documents, revisions, and built-in editors for various file types.
Document Security:

Your documents need to be protected from prying eyes and unauthorized access. Therefore, it should be secure, allowing access only to those who need to see them based on their role or function in the organization. Document Security is one of the most important features of EDMS.
Dashboards:

The reporting and analytics features of a good EDMS (Electronic Document Management System) can help gain insights about the workflow, scheduling, access, use, and so on.
Customization:

An EDMS (Electronic Document Management System) should match the individual needs of the organization using it, as not all document management needs are the same.
Additional Features:

Multilingual capabilities, enabling collaboration, being future-ready, scalable, flexible, and mobile-readiness are some of the other desirable features of an EDMS.
Versioning:

Documents are essential for regulatory purposes, internal and external audits, as well as inspections. Therefore, EDMS (Electronic Document Management System) should enable traceability of every change being made to the document, along with capturing the person who is making the change, the change being made, and the time of the change.

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What is the Importance of using an EDMS (Electronic Document Management System)?

An EDMS automates your document management workflow. The four reasons why you need an EDMS (Electronic Document Management System) in your organization include:

Improved Efficiency:

However well you may file your documents, getting all your employees to follow the system when they have more pressing matters to handle can be a challenge. Not being able to locate the document you need can affect your productivity and make you lose time that can be used better in focusing on your core competency. An Electronic Document Management System (EDMS) enables this by keeping your documents neatly organized and easily searchable, thereby reducing the time needed to locate a document.

Reduced Costs:

Manual storage of documents is an expensive affair in more ways than one. You need storage space, shelves, and time to file them in an organized fashion. With time, as the number of documents increases, the storage space requirement will also increase. Destroying obsolete documents is a task in itself, needing someone to go through them, and then the waste generated needs to be managed. The paper cost is additional. Any damage to the building can destroy your documents. An electronic system, especially on the cloud, needs less space and less cost to acquire and manage. Even in case of any calamities, your documents will be safe.

Improved Compliance:

Documentation is an important part of compliance. Traceability of revisions is as crucial as creating a document and destroying it after it has become obsolete. Without an Electronic Document Management System (EDMS), even digital storage in different files and folders can be a nightmare. Now, even regulatory bodies have started asking for the submission of electronic documents. With an EDMS (Electronic Document Management System), the whole compliance process becomes simpler. It is also easy to integrate regulatory rules into an electronic filing system rather than having to physically change all the relevant documents every time there is a change. Legacy files also have an expiry date. Destroying files that are no longer needed is also easier. You can just schedule the date and receive an alert when it is time instead of having to keep track. The regulator will expect you to demonstrate that sensitive information was stored correctly with all the required safety and security measures in place.

Better Protection for Your Business:

Every business is constantly threatened with the risk of a data breach. Your documents contain sensitive financial, business, and stakeholder-related information that needs to be protected. A document management system ensures the protection of such documents with security features such as encryption, role-based access, and so on.

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Who needs an EDMS (Electronic Document Management System)? What are some sectors where a robust EDMS is a must?

Truth be told, every business across every industry, regardless of its size or number of employees, needs an Electronic Document Management System (EDMS). Even a start-up cannot do without an EDMS, though it may have a manageable number of documents in the early stages. As the business grows, so will the number of documents, and so will its need.

The ComplianceQuest Electronic Document Management System (EDMS) caters to the following industries, but is not limited to them:

EDMS (electronic document management system) helps to stay connected and updated

How does ComplianceQuest's EDMS (Electronic Document Management System) help to Stay Connected and Updated?

An Electronic document management system, or EDMS, by ComplianceQuest helps organizations of any size in any industry create a well-organized data storage system using keywords, facilitates real-time collaboration between employees, and provides data security. The Cloud-Based Document Management System can be accessed across geographies, making collaboration between teams sitting in different parts of the world effortless. The future-ready software allows different users to access data in real-time, thus ensuring traceability. EDMS is used within an organization by various users in different capacities. Some of them are mentioned below:

Document creators or owners use to create and collaborate on documents with others in the team
Document coordinators use EDMS (Electronic Document Management System) for reviews and approvals
CIOs use these systems to ensure complete Document Control and Compliance Management
HR and training managers focus on updating documents and integrating them into the training process
Quality or QHSE managers use the system to maintain compliance with ISO 9001, ISO 45001, or ISO 14401
Production and operations teams take advantage of the mobile app to access data from anywhere, anytime

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New kids on the block

We are still getting started and have only just implemented Document Management. We are very excited about the potential for managing our QMS and can’t wait to move onto the other Compliance Quest modules with the help of Amit.

Karen Bligh,
Australian Dental Manufacturing

CQ’s EDMS (Electronic Document Management System) Benefits and Working

ComplianceQuest provides a cloud-based quality management system with document management as its core. The EDMS (Electronic Document Management System) automates the documentation workflow, enabling a smooth experience right from the time of creating a document to the time legacy documents become obsolete. The workflow is captured in its modules:

EDMS (Electronic Document Management System) and Quality

Documents form an essential part of an enterprise’s journey. Document management is also essential as part of regulatory compliance for quality and safety. From a quality control point of view, key documents include supplier-related documents, regulatory compliance documents, and documentation related to CAPA, change, complaint management, audits, and inspections.

A robust Electronic Document Management System (EDMS) is a critical element of any automated EQMS workflow. In fact, we could say it is the first step in building a quality management culture in your organization. When different teams collaborate, they need documents to keep track of progress. The management communicates to its various stakeholders in various forms, and a record is essential to be maintained. Your EDMS serves as the single point of truth for all key documents.

An EDMS (Electronic Document Management System) can help manage the risks and mitigate the challenges by organizing the documents in an intuitive manner for easy document management, storage, retrieval, and change.

Quality-centric Companies Rely on CQ QMS

Frequently Asked Questions

Paper documents can be added to the electronic document management system by converting them to digital images using a scanner. Audio and video files can also become a part of the EDMS.
An EDMS should allow storing and managing documents in multiple formats, including text, audio, video, and image files. It should have an advanced search engine to scan and retrieve documents regardless of the format, and should allow tagging with keywords for improving searchability.

Security is another important feature that restricts access only based on permissions. Collaborations across teams based anywhere are also a key feature of a good EDMS.

Audit Trail to trace changes, by whom, and when is an essential feature for both security and compliance.
Effective collaboration between these stakeholders ensures that the EDMS system software is well-maintained, secure, compliant, and aligned with the organization's goals and processes, thus maximizing its benefits.

Electronic Document Management System (EDMS) software should be entrusted to individuals or teams with the following qualifications:
- IT Professionals: IT experts are well-suited to manage the technical aspects of EDMS software, including installation, configuration, maintenance, and troubleshooting.
- Records Managers: Records managers specialize in the organization and retention of documents and can ensure that the EDMS aligns with regulatory compliance and company policies.
- Administrators: EDMS administrators oversee user access, security settings, and system configurations to meet the organization's needs.
- End-Users: End-users, such as department heads and employees, should also play a role in managing the EDMS by providing feedback, suggesting improvements, and adhering to best practices for document management.
Yes, they are all different names for the same function. The purpose of these is to empower you with greater control over your documents so that you can become more efficient and productive.

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