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How Advanced Electronic Document and Records Management Systems (EDRMS) Bring Control Back to IT Teams.

TSG have found studies in which businesses can be losing up to 360 hours a year on finding information through…

How Advanced Electronic Document and Records Management Systems (EDRMS) Bring Control Back to IT Teams

28th May 2024

IT Teams

In 2023, an estimated 328.77 million terabytes were created daily. This can make handling your digital documents, records, and data a complicated process.

To avoid your business struggling with this, Electronic Document and Records Management Systems (EDRMS) can improve the efficiency and productivity of your business. If you’re looking to find a fix for your disorganised data, implementing these systems can help.

TSG, managed IT providers, explore the benefits that EDRMS can bring to your business.

Keeping documents organised and efficient

Disorganised files could be holding back your business growth. Not only does this make specific files difficult to locate, but it can also massively impact collaboration and affect how productive teams are—meaning your employees are spending more time finding what they need than they should.

EDRMS can help streamline file management and improve your business productivity and efficiency. They offer centralised storage for better accessibility, as well as search capabilities that allow users to filter through the documents to locate specific files—cutting down the time spent on admin within your business. They also have publishing and tracking capabilities once they’ve been exported to maintain transparency of their lifecycle.

Being able to track your documents with version control is a must for your efficiency. This way, you can monitor human error, understand how your files are being used, and by which teams within your company.

Streamlining time-consuming processes

Managing your business’ efficiency and improving your utilisation can be difficult when disorganised files and human error come into play with your information. In fact, studies show that businesses could be wasting up to 360 hours a year on finding information.

By using EDRMS, documents and files are saved to a single integrated system, offering a centralised source of information for everyone within your business. This simplifies time consuming tasks like classification, uploading, and search.

Reducing human error

Legacy systems which rely on manual user input for your data and information are known to cause issues with business accuracy. From lost files to accidental deletion and incorrect labelling, it can drain your time and reputation.

As cyber security takes centre stage in business strategies driven by legal requirements and ethical responsibilities, addressing human error becomes crucial. In fact, reducing human error is a must for your business, with most UK organisations (78%) claiming it to be their top cyber security vulnerability.

Integrating an advanced EDRMS into your processes can significantly reduce human error risks in document management. Not only do these systems save documents to a cloud that allows the associated teams to access them and work collaboratively, but they can also automatically save and back the files up, creating a single point of truth and avoiding any lost files.

EDRMS can also offer increased security options that keep sensitive data protected by providing two-factor authentication and password settings for specific files for added safeguarding– so your sensitive data doesn’t fall into unauthorised hands.

Compliance with regulatory requirements

GDPR is one regulation that is now standard throughout Europe that your business must adhere to. Keeping your data secure is a must.

Legacy systems which don’t update with the growing demands of technology can leave your business vulnerable to cyber security attacks. Updating to an EDRMS can offer your business consistency and accuracy when handling and managing data and information.  Incorporating this system into your business processes and educating your staff on the importance of secure access sharing can reduce your likelihood of legal repercussions.

By incorporating EDRMS into document management, IT teams can regain control of the process. Rather than relying on old systems and methods that no longer suit the digital age businesses are finding themselves in, updating your systems can streamline your information, improve security, reduce time consumption, and ensure that your data is being used in the right way.

Categories: Articles, Tech

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