Electronic Document Management (EDMS)
EDMS systems to help businesses manage electronic documents, storage, retrieval and sharing.
WHAT IT IS
Modern EDMS platforms centralize files and records in a secure, searchable repository so teams can access the right version from anywhere—without paper or email chaos.
WHO IT’S FOR
Organizations in document-heavy environments such as legal, healthcare, financial services, education, and government that need auditability, fast retrieval, and compliant retention.
KEY CAPABILITIES
- Smart Capture & Indexing: Ingest PDFs, scans, office docs; OCR for full-text search; auto-tags by metadata or templates.
- Version Control & Check-In/Out: Prevent conflicts, see history, compare versions, and roll back safely.
- Advanced Search: Full-text, filters, saved queries, and faceted navigation for rapid discovery.
- Workflows & Approvals: Route documents for review/sign-off with SLAs, reminders, and escalation.
- Collaboration: Comments, tasks, and secure sharing links for internal/external stakeholders.
- Records Management: Retention schedules, legal holds, and disposition workflows.
COMPLIANCE & SECURITY
- Role-Based Access: Fine-grained permissions down to folder/document/field level.
- Audits & Trails: Immutable logs for views, edits, exports, and approvals.
- Encryption: In transit and at rest; optional KMS integration.
- Policy Enforcement: Watermarking, download limits, and data-loss prevention controls.
IMPLEMENTATION APPROACH
- Discovery & Blueprint: Map repositories, document classes, metadata, and retention policies.
- Configuration: Folders, roles, indexing rules, OCR, and workflow templates.
- Migration: Cleanse and import legacy shares/drives; de-duplicate and validate.
- Integrations: Identity (SSO), email, e-signature, line-of-business apps, and scanners/MFDs.
- UAT & Training: Pilot with power users; refine search facets, templates, and dashboards.
- Go-Live & Hypercare: Stabilize, tune performance, and monitor adoption.
SUCCESS METRICS
- Average Retrieval Time and First-Pass Yield in approvals
- Reduction in Paper/Storage Costs and Duplicate Files
- Search Success Rate and User Adoption
- Compliance Exceptions and Audit Findings
