Understanding Electronic Document Management Systems (EDMS)

  1. What do you mean by Electronic Document Management Systems (EDMS)?
  2. What is the importance of EDMS to organizations generally?
  3. Who needs to use EDMS?
  4. What kinds of EDMS do we have in the market?
  5. What are the benefits of using Inforouter?
  6. What are the risks of not managing your documents with InfoRouter?
  7. What type of document can infoRouter manage?
  8. How do you introduce documents into InfoRouter?
  9. Is there any way InfoRouter helps to streamline and speed up business processes in order to avoid bottlenecks?
  10. Is InfoRouter makes document easily accessible to all.Can unscrupulous people not tamper with them?
  11. How does Inforouter work with pre-existing software and systems?
  12. Is Inforouter designed for only large organizations – scalability?
  13. How easy is it for new users to use InfoRouter?
  14. How does Inforouter compare to its competitors?
  • 01

    What do you mean by Electronic Document Management Systems (EDMS)?

    Electronic document management systems (EDMS) are software applications that capture paper documents and a variety of electronic files while providing for the storage, retrieval, security and archiving of these documents.

    EDMS applications enable more efficient distribution of and control over documents and records. They also expedite business processes by allowing instant access to information; document routing, greater collaboration between individuals and departments; enhanced security for files and records; and the application of procedures that facilitate recovery in case of disaster.

  • 02

    What is the importance of EDMS to organizations generally?

    EDMS is increasingly seen as a “bottom-line” organizational application with clear objectives such as reducing administrative costs, improving efficiency, and enhancing profits. Everyone has experienced the frustration of not being able to find that file or piece of paper with the answer to an important looming question.

    Research has revealed that many workers waste so much effort searching for nonexistent information, failing to find existing information, or recreating information that can’t be found.

    Another survey conducted showed that 80% of employees waste an average of half an hour per day retrieving information, while 60% spend an hour or more duplicating the work of others. More statistics supporting the need for document management come from Coopers & Lybrand:

    1. 7.5% of all documents get lost while 3% of the remainder are misfiled.
    2. Professionals spend up to 50% of their time looking for information, while they spend only 5-15% of their time reading the information they retrieved.
    3. 90% of all paper documents in the average office are merely shuffled and moved from place to place.
    4. The average document is copied 19 times.

    These statistics easily support the fact that most businesses will benefit from a well-deployed document management system. It is not an issue of “if” but “when”. From Accounting and Human Resources to Product Development and Customer Service, every department can realize productivity improvements. The sooner a document management solution is in place, the sooner the benefits begin to affect business bottom-line and become the basis for efficiently conducting every business function.

  • 03

    Who needs to use EDMS?

    Every organization needs EDMS, even if they don’t realize it now. The efficiency and effectiveness it confers on any organization helps it to succeed by:

    • Saving money and time.
    • Increasing efficiency and productivity.
    • Increasing inter-departmental communication and collaboration.
    • Generating revenue.
    • Enabling automation.
  • 04

    What kinds of EDMS do we have in the market?

    We have quite a few softwares in this field. One of the world-class Enterprise Document Management software that controls a significant portion of the world market is InfoRouter by Active Innovations Inc in the USA.

  • 05

    What are the benefits of using Inforouter?

    Many companies do a better job managing and securing their office supplies than they do their business-critical documents and files? The electronic documents that are the very lifeblood of the modern business are all too often taken totally for granted. Document Management has long been ignored by many companies, but that is changing fast. Inforouter makes it possible to:

    • Manage millions of documents and retrieve the right one in seconds.
    • Share documents with colleagues while protecting confidential information.
    • Secure your critical documents from unauthorized access.
    • Access documents from anywhere with a standard web browser.
    • Publish documents to CD, DVD or the Web, as appropriate.
    • Back up files and records for disaster recovery.
  • 06

    What are the risks of not managing your documents with InfoRouter?

    Few businesses take the time to consider the considerable risks that they expose themselves to on a daily basis because:

    Documents cannot be located when you want them.

    Security is applied haphazardly at best, which exposes important information to scrutiny by potentially inappropriate people. Critical documents are stored — often exclusively — on laptop computers that could be lost, stolen, or damaged at any time. No record exists of precisely who has viewed and/or edited a document. It’s therefore impossible to audit a business process to uncover mistakes or inefficiencies.

    The company cannot recover from a natural or man-made disaster when vital documents are lost without backup

  • 07

    What are the risks of not managing your documents with InfoRouter?

    Supported Document Types include Office document such as Word,Excel,Powerpoint,Outlook

    • Spreadsheets
    • Presentations
    • Video & Audio
    • PDF
    • HTML and XML
    • Emails
    • Engineering documents and drawings

    And virtually any other file format can be stored and managed in infoRouter. Best of all, all document formats are managed in their own native format so there are no conversion requirements

  • 08

    How do you introduce documents into InfoRouter?

    You can use the simple and fast Import/Export Tool to import your existing digital documents into the infoRouter repository. This tool allows you to import your existing documents into infoRouter keeping their existing folder structure. Your current paper documents are imported into InfoRouter by scanning.

    Conversion eliminates many of the obstacles created by paper: labor-intensive duplication procedures, slow distribution, misplaced originals and the inconvenience of retrieving files from off-site storage. Because paper files are also costly to process, duplicate, distribute and store, digitizing paper archives ultimately reduces operating expenses and overhead. InfoRouter has a Scan Station that supports many features to help operators process scanned documents.

  • 09

    Is there any way InfoRouter helps to streamline and speed up business processes in order to avoid bottlenecks?

    Yes. The integrated Workflow Management Software built into infoRouter will help you manage your documents and business processes more effectively than ever.

    This powerful software will allow you to create complex workflow scenarios to streamline your business processes. You will be able to automate a business process, where a generated document will be passed from one user to the other via email notifications and task assignments. Each user(s) in the path of the defined workflow will be able to perform a variety of tasks such as review a document, edit attached documents, add attachments, fill forms and much more before passing the batch to the next person or persons in the path.

  • 10

    Is InfoRouter makes document easily accessible to all.Can unscrupulous peoplenot tamper with them?

    System security is an absolutely vital component of Inforouter. A rigorous security system permits every authorized person to perform required duties—whether from desktop, laptop, the office, a remote location or over the Web—without compromising the integrity of the database, system or network.

    Comprehensive security is a critical aspect of the successful implementation and ongoing protection of Inforouter. While security may not be the primary concern for a single department installation, it becomes more important as the system is expanded to allow different departments, and even the public, access to files.

    Inforouter gives the system administrator the tools to balance access and security through control over both access rights and feature rights. Access rights determine who can logon to the system and which folders or files individuals can open. Feature rights determine the actions that individuals can perform on documents they have access to. A comprehensive security system also allows high-level users to redact or black out confidential information within files.

    For example, access rights would allow the system administrator to deny most employees access to HR files, while allowing human resources staff members to view the personnel files of everyone in the organization except other HR personnel and the HR director to view all personnel files.

    This protective feature is especially important for organizations with systems containing confidential files and folders.Inforouter also allows system administrators limit the actions that users are entitled to perform on folders and documents at both the individual and group level.

    As an additional level of security, Inforouter offers the ability to generate audit trails and reports that detail system activity. Inforouter is able to log all users, documents viewed, actions performed and the time they were preformed. It also logs unsuccessful attempts to perform actions. InfoRouter tracks every document for every user. As you navigate through folders, you can instantly tell that documents have changed, or that new documents have been created. New documents or updated documents appear in BOLD.

    Audit trail abilities are especially important when an organization has many different users and confidential documents.

  • 11

    How does Inforouter work with pre-existing software and systems?

    The introduction of new software and databases often creates logistical challenges for an organization’s computer support staff. InfoRouter has the capacity to work with existing hardware and software systems. InfoRouter offers packaged integration tools for simple image-enabling, to minimize the burden on IT support staff. To minimize disruptions to business operations, InfoRouter integrates smoothly with other software applications, such as geographic information systems (GIS), customer relationship management (CRM) software and portfolio management tools applications among others.

    InfoRouter is a software designed with open architecture. A system with open architecture is designed for easy integration. Hardware and software tools with open architecture enable anyone to create add-on products to connect the hardware or software to other devices.

  • 12

    Is Inforouter designed for only large organizations – scalability?

    Certainly not. InfoRouter is designed for small organization as well as large scale enterprises. InfoRouter has been deployed successfully in companies with as little as 10 staff and large ones with about 12,000 users.

    The scalability of a system determines how easily it can grow with your organization. For full scalability, InfoRouter:

    1. Supports the entire group of organizational users concurrently.
    2. Stores all documents for the entire organization.
    3. Accommodates any number of users and documents.
    4. Stores information across multiple drives or servers.
    5. Supports multiple databases.

    Even when an installation begins with a single-user pilot project, it is important that the document management system be able to accommodate future growth.

  • 13

    How easy is it for new users to use InfoRouter?

    One of the most important factors in the success story of Inforouter is how easy it is to use. Usability is critical in encouraging rapid staff acceptance. A system will only be widely used if it is simple to capture documents, organize and find them. InfoRouter is user-friendly and flexible enough to adapt to the way people already work within an organization, rather than forcing them to change their preferred way of working.

    To guarantee that Inforouter is readily accepted by users throughout an organization, the graphic interfaces for common operations, such as search and retrieval, are clear and easy-to- use thus making it user-friendly.

  • 14

    How does Inforouter compare to its competitors?

    Few businesses take the time to consider the considerable risks that they expose themselves to on a daily basis because:

    Inforouter offers several advantages over its competitors.

    Nucleus Research, an independent research firm specializing in measuring the ROI (Return on Investment) of IT investments, recently reported that 83% of companies surveyed, reported a positive ROI on their investment in InfoRouter. That’s a much higher percentage than can be found with virtually any other IT investment!

    It supports the creation of an unlimited number of custom portals for employees, customers, sales, vendors, etc without having to write a single line of code.

    It also incorporates all its modules into the main package as one item while other softwares sell the modules to the customer as add–ons.

    InfoRouter Hot Folders tool is another effective tool that runs in un-attended mode to monitor file system folders. Hot Folders automatically reacts to new documents and processes these new documents. This tool can be configured to process different Meta formats and submit documents to infoRouter folders.

    Inforouter also has the advantage of fast installation.