5 Electronic Document Storage Guidelines for File Management


With more information, documents, and files becoming digitalized every day, there is an increasing need to find smart and reliable ways to maintain our digital landscapes. With such vast amounts of information at our fingertips, it is crucial to invest in maintenance methods that are both organized and useful.

1. What is an electronic document management system?

Document management systems are computer programs that are used to store and access digital information. There are now many different systems available and some of them are better suited for certain uses compared to their alternatives. Here are some basics to consider when figuring out which method of electronic document storage is best for you.

2. Why do I need electronic document storage?

To figure out which method of electronic document storage is right for you, it is first important to understand exactly what it is and the different purposes it serves. In the same way that paper document management encompasses the policies that dictate how documents are created, stored, shared, and discarded through business, electronic document management systems are used to store, manage and track electronic documents.

The result of this process is easy retrieval, straightforward searching, accessible distribution, reproduction, and more. In today’s digital world, failure to implement a reliable electronic document storage solution can result in significant wasting of valuable resources like time and money, due to subpar productivity.

3. How will it change the way my business operates?

Speaking of productivity, if you want to see a noticeable change in how quickly things get done, a smart electronic storage solution is the gift you’ve been waiting for. It has been reported that being able to search all available content through a properly setup EDMS can increase productivity by 30%. This is accomplished by scanning documents and creating an index with relevant identifying information or metadata.

This will free up all sorts of valuable time that can be much better spent on more meaningful operations that cannot be fully automated. Better organization also contributes to wellbeing throughout all facets of the company and with electronic document storage, there is very little risk of files being misplaced or lost.

4. What should I look for when selecting an EDMS?

When looking for a system that is right for you, security features should always be top of mind. Don’t forget that as much as having all your information easily accessible can feel like a blessing, it can quickly turn into a curse if it ends up in the wrong hands.

Without sufficient security features your information could end up being compromised and you will regret not having been more diligent from the beginning. In terms of internal security, having your documents stored electronically makes it much easier to implement regulatory compliance protocols that determine which members, or an organization are permitted to access certain information.

By assignment user roles or using password protection, you will have full control and access to knowing who accessible what, even being able to keep a record of when and from where a particular file has been viewed or edited.

5. Pay attention to user experience and available support

It is also important to take the practical challenges into considering when implementing an electronic document storage solution. The options available are all built a bit different and some will not be accessible to non-technical users.

Although the easier-to-use systems might not offer quite as much in terms of functionality, it is important to get something that you and the members of your organization will be able to use comfortably and efficiently. At the same time, it is worth looking into what kind of support is offered on the back-end, in case you do run into trouble.

Dean is a self-professed tech geek with a fondness for computers, video games, and any novelty tech-savvy gadgets.