eDMS

An eDMS works ac­cor­ding to a simp­le but ef­fec­ti­ve prin­ci­ple: It di­gi­ti­ses, or­ga­ni­s­es and pro­tects do­cu­ments. Here’s a step-by-step break­down of how it works:

1. Do­cu­ment scan­ning: The pro­cess be­g­ins with scan­ning phy­si­cal do­cu­ments into di­gi­tal for­mats such as PDFs or images. Mo­dern scan­ning tech­no­lo­gy en­su­res high-qua­li­ty digitisation. 
2. In­dex­ing and me­ta­da­ta: Each do­cu­ment is as­si­gned me­ta­da­ta, in­clu­ding key­words, dates and aut­hor in­for­ma­ti­on. This sim­pli­fies the la­ter search and re­trie­val of documents. 
3. Cen­tra­li­sed sto­rage: All di­gi­ti­sed do­cu­ments are stored in a cen­tral re­po­si­to­ry, of­ten hos­ted in the cloud or on lo­cal servers. 
4. Ac­cess con­trol: With an eDMS, ad­mi­nis­tra­tors can de­fi­ne user ro­les and per­mis­si­ons, en­su­ring that sen­si­ti­ve in­for­ma­ti­on is ac­ces­si­ble only to aut­ho­ri­sed personnel. 
5. Re­trie­ve do­cu­ments: Users can quick­ly search for and re­trie­ve do­cu­ments ba­sed on key­words or spe­ci­fic cri­te­ria. This in­crea­ses pro­duc­ti­vi­ty and re­du­ces the time spent on ma­nu­al searches.