EDRMS

How the right EDRMS can boost productivity

Organizations today are overwhelmed with growing numbers of documents and records. This information is critical to every level of business operation and delivering it to the right people at the right time is essential for making more informed decisions and moving the business forward. Yet the sheer volume of data to be handled and stored can create bottlenecks that jeopardize productivity and prevent an organization from extracting optimal value from information.

An electronic document and records management system (EDRMS) can help by automating time-intensive and error-prone manual processes and making documents and records easier to find. At a time when the average knowledge worker spends up to 30% of each day searching for the right document1, a superior EDRMS can greatly improve productivity while streamlining digital document management.

For organizations seeking a powerful and easy-to-use EDRMS, M-Files offers a next-generation intelligent document management solution that improves business performance by making information easier to find and use.

A smarter say to work with documents

See how M-Files connects you with the right content, at the right time, for the right person.

What to look for in an EDRMS

When selecting an EDRMS, organizations are wise to make sure their chosen product can deliver several essential capabilities.

Fast search and retrieval

A superior EDRMS should allow workers to connect with information they need within seconds, rather than spending hours each day searching for the right record or re-creating documents they can’t locate.

A centralized view of documents

In many companies, documents and records are created in a diverse variety of systems and stored in a broad range of platforms or content management systems. In fact, organizations today use an average of four different CMS platforms2. Because administrators need a unified view of all content, the right EDRMS will provide a centralized view of documents and records – without requiring a costly and time-consuming data migration to a central repository.

Documents from any source and in any format

The information that businesses rely on today comes from increasingly varied sources and in a growing number of formats. An EDRMS should be able to accommodate information from any source, in any format, and allow documents to be easily scanned and digitized by users.

Flexible options for implementation

While adoption of cloud-based enterprise content management tools continues to grow, some companies still require an on-premises document management solution to satisfy regulatory guidelines, data sovereignty requirements or their own need for greater control over content. A superior EDRMS will allow for deployment in the cloud, on-site or in a flexible hybrid implementation.

M-Files: an intelligent information management platform

M-Files offers an AI-enabled intelligent information management platform that delivers all the document management tools, features and benefits organizations need from an EDRMS. By connecting all documents and records across every platform and repository, M-Files provides greater visibility into the information within a company’s repositories and business systems. To make information easier to find and retrieve, M-Files tags each document or record with metadata that places it in context. By combining connected content and smart automation, M-Files improves the productivity of knowledge workers, ensures business continuity and reduces business risk.

Files organized by “what” not “where”

Instead of organizing files in a traditional folder-based system, M-Files stores documents based on metadata about what a document is. Metadata may include information such as the project, customer or department the document relates to, as well as names of authors and modifiers, due dates, invoice numbers and the status of the document within a prescribed workflow.

A unified view of content

M-Files provides a single view of documents and records no matter where they exist within the organization – in shared network folders, on SharePoint, in CRM platforms or ECM solutions.

Improved security

M-Files encrypts each document at rest and in transit and uses dynamic permissions to restrict access to records. Permissions may be set by individuals, roles, projects, groups or document types and other criteria.

Simple version control

M-Files keeps just one definitive copy of each document, so employees never have to wonder if they’re working with the most recent version.

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Automating workflow with M-Files

Many records are part of document management workflows that require different individuals to originate, review, edit, annotate, approve and sign a document. M-Files can automate document workflows to ensure that workflows are executed accurately, efficiently and in compliance with company policy and regulatory requirements.

M-Files uses a document’s metadata to determine what the next step in a workflow is. After automatically routing a document to the appropriate employee, M-Files can follow up with reminders to individuals who must act and provide managers with updates on the status of the workflow. A document’s metadata is automatically updated as it moves from stage to stage, and M-Files can provide a complete audit trail of who did what with the document at every step.

Promoting collaboration with the right EDRMS

With M-Files, collaborating on a document is far easier than with traditional methods of collaboration. For starters, the most recent version of a document is always available via a link that can be shared with colleagues and external stakeholders. Users can co-author documents simultaneously – their edits, notes and comments will show up instantly and be saved automatically. Automatic permissions ensure that only authorized collaborators have access to view, edit, print, download or share a document. And users can edit documents with familiar tools like Microsoft Office applications.

How M-Files enables efficiency for your business?

Faster search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

Easy collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

Streamlined daily work

Let M-Files suggest tags for your documents and add workflows for faster processing.

Why choose M-Files as your EDRMS?

M-Files makes it easy to find, access and share documents and records, putting an end to the frustration and hours of wasted time of workers who can’t quickly locate the information they need. M-Files breaks down traditional data silos between systems by uniting files and documents across all platforms and repositories in a single view of content, making it easier to create connections between structured and unstructured data.

As a superior EDRMS, M-Files can integrate easily with a broad array of systems, platforms, applications and legacy ECMs and archives. And with the ability to access documents on any device, at any time, from any location, M-Files provides the support that remote workers and work-from-home employees need to get the information they require to get done.

FAQs

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What is an EDRMS?

An electronic document and records management system, or EDRMS, is a software solution for efficiently organizing, storing, retrieving, securing and retaining important information. An EDRMS makes it easier to find the right information quickly and to ensure that documents and records are handled in compliance with company policy and regulatory frameworks. An EDRMS can also automate many routine processes to allow administrators to focus on other important tasks.

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What is metadata?

In document management, metadata is information attached to a document or record that provides information about what the file contains, who authored it, how long it should be retained and what needs to happen to it next. Metadata can include information about the purpose of the file as well as information like client numbers, project ID, invoice dates and other information that makes the document easier to find.

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What is a document management system vs. and EDRMS?

A document management system, or DMS, is a software solution for managing traditional business documents. It is essentially the same thing as an electronic document and records management system, or EDRMS.

  1. https://armedia.com/blog/federated-search-the-importance-of-being-able-to-find-information/
  2. https://cdn2.hubspot.net/hubfs/332414/Market-Intelligence/IW.Reports/The%20State%20of%20Intelligent%20Information%20Management%20Getting%20Ahead%20of%20the%20Digital%20Transformation%20Curve.pdf

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