The need to manage your corporate information

Organisations the world over create, distribute, process and store information to share and enable quicker decision making. While the intention is right, it’s not always that information is shared between stakeholders seamlessly to enable considered decision making. In many organisations, there exists a lacuna between stored information and its ability to interact with various stakeholders thereby limiting the potential of the information to work for your organisation’s success.

An Electronic Document Management System (EDMS) is aimed at providing a comprehensive solution to manage creation, capture, indexing, storing, retrieving and destruction of information assets of an organization. A document management system as a software now goes beyond imaging, workflow and archiving. These days a document management system can be defined as a software that controls and organises documents throughout an organisation.

Following are the components of an electronic document management system:

1. Scanning / Imaging – Creating electronic version of a document

2. Information management – Storing electronic documents in a secure location and indexing them for quick identification and retrieval

3. E-forms – Automatic form recognition and data extraction from paper forms

4. Reports – Electronically capture and distribute system generated reports and documents

5. Workflow automation – This helps flow of documents in a pre-defined manner to increase efficiency and automate decision making

There are immense benefits an organisation derives by implementing an electronic document management system:

• Reduced storage and retrieval expenses

• Improved information sharing with external bodies

• Improved data quality due to automation

• Enhanced information security by restricting unauthorised access

• Enhanced and easy access to stored records and information assets

• Workflow automation helps easy flow of information between internal and external stakeholders based on rule based routing to determine needed activity

• Reduced redundancy and duplication of information

• E-mail integration for quicker access to information received and sent over emails

• Regulatory compliance by creating audit trails of access and activity performed on stored information

To know more as to how you can derive more out of your information, contact your local Crown Records Management office or enquire now.