An electronic document management system (EDMS) is a framework of tools for managing the creation, use, and storage of documents in multiple formats that are created throughout an organization. Typically, document management refers to a centralized software system that captures and manages both digital files and images of scanned paper documents. Electronic document management systems share many similar features with enterprise content management (ECM) systems; however, document management software systems focus on the use and optimization of active documents and structured data, such as Word documents, PDF files, Excel spreadsheets, PowerPoint, emails and other defined formats, whereas ECM systems also manage unstructured content and rich media formats.
However, electronic document management is much more than simply scanning and saving: it is a comprehensive system that enables knowledge workers to efficiently organize and distribute documents across the organization for better, integrated use within daily operations.
Electronic document management systems contain tools for:
- Creating digital files and converting paper documents into digital assets.
- Easily sharing digital documents with the right knowledge workers.
- Centrally organizing documents in standardized file structures and formats.
- Storing and accessing information for more efficient use.
- Securing documents according to standardized compliance rules.
By centralizing information use and access, document management is the hub on which broader information management strategies like ECM, records management and business process automation can be connected and deployed.
