One of our field reps asked me to write a blog on File Directories versus an Electronic Document Management System, so I decided why not?
Lots of folks use File Directories and think that they have a true document management system. He asked for five major differences, so here are five that leapt to mind. There are many more reasons.
· File Directories are repositories, EDM systems are relational databases.
o You can save a document in your directory, but the searching capabilities are limited. You need to know where to look and it really helps if you remember what you named it.
o EDM systems allow you to index a document in a number or ways. Name, date, document type, invoice amount, etc. You can search across any or all of the indexes at the same time speeding the retrieval of you information. Most systems also allow for full text searching as well. So if you remember that you had a document that referred to an armadillo, you can type that word or part of the word into the search, and the system will find any and all documents that contain that word instantly. This is regardless of document type. So E-mails, word, PDF, CAD etc are all searched.
· EDM systems allow you to utilize information about your documents that are located in other systems such as your ERP system.
o When you save a document in a File Structure, you have to name it manually.
o EDM systems utilize powerful technologies that can recognize the document that you are saving, classify them and extract information about the document from the text. In the event that you are scanning a check into the system, the EDM system can find the check number and then query the accounting system to find out who it was paying, what invoices were associated with this check, and any other data regarding it, and all of this becomes associated and searchable. So when you pull up the check you can hit a button, and find the invoices associated with that check. All without typing anything. You have a faster and more complete storage method.
· Viewing and annotation tools are more powerful in an EDM system.
o If you want to open a word file in a File directory that isn’t a big deal. Almost everyone has word, excel, etc. However not everyone has CAD, or Visio, or any number of programs, so you probably can’t open these.
o EDM systems allow for you to access these documents, assuming you have the rights, by providing a non proprietary viewer. Usually a TIFF viewer. There are also annotation tools available, again if you have the rights. So basically what this means is that you can view any document that is in the system, even if you don’t have that program on your computer.
· EMD systems have more advance workflow capabilities.
o File Directories are storage only. Some companies are now implementing SharePoint Server, but I would encourage you to refer to my earlier blogs about this before jumping on the SharePoint bandwagon.
o EDM have robust workflow capabilities that allow for a document to move through any process from beginning to end. It is faster that a paper based process, and there is also an audit trail accompanying these documents. You know who did what and when. Since this all occurs in a database with all points being captured, you can run reports to measure productivity, identify bottlenecks etc. Management can also get real time views as the process moves.
· Security is stronger in an EDM system.
o This is just statement of fact. EDM systems are the storage system of choice. You can meet and exceed the security requirements for any organization including but not limited to HIPPA, DoD (Department of Defense), SEC, FACTA, SOX, etc. This is built in to the systems. If you want to store documents for long term archiving, chances are someone has a rule about format, accessibility, and security. EDM systems understand the requirements, and make sure they can hit them. The real question is, if you choose to store on a file directory, are you sure you are in compliance with whoever you are answerable to?
These are my top five; there are many more reasons to consider EDM.