Electronic Document Management System (EDMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. This is the process where the company paper work is scanned or captured and converted into electronic format of choice (such as image, pdf). The paper work conversion into electronic documents involves indexing of information for easy identification. This is used for two main reasons, Easy Retrieval of information and Disaster Recovery and is thus are the advantages of EDMS.
For a company that has huge volume of records across years and across many sections, any information to be retrieved involved pains-taking physical searching of pages. And if required for the paper to be carried to other places involves risk of destruction of paper and postal charges. But once the documents are Electronically converted, all the company-required data might just come is CD, which is portable and easy to use.
Also the physical storage of files can be moved into less expensive location which also saves costs. The added advantage will be that once the data are electronically converted. All the files can be easily accessible to other offices. Disaster Recovery comes as standard as well.
• Disaster Recovery
This is suitable for companies that deal with very important documents, old and fragile files or papers. Once the paper / document are converted into electronic format, the information is preserved and can be carried portably. Any risk of fire or theft or flood damage or any other unexpected losses can now be easily managed and will not lead to complete loss of information. Also any print damageable papers such fax copies or old inkjet printed papers information can be preserved better.