How Electronic Document Management Works in Business

[ashammi228]

Using digital platforms for internal and external document management is convenient, and for some types of organizations it is even required by law. In this article, we explain what electronic document management is, how it works, and how to switch to this modernized type of office work.

Electronic document management for business: what is it
Electronic document management (EDM) is a taiwanese phone numbers modern system of document exchange between employees, organizations, and government agencies. An innovative approach to document processing is aimed at reducing time costs and minimizing risks associated with the human factor and errors in processing paper documents.

Key components of EDI:

EDI platform: software or cloud service that allows users of the system to exchange electronic documents.
Electronic documents: digital versions of various types of documents: invoices, agreements, contracts, protocols, which are transmitted and stored in the system.
Identification and authentication: the processes of verifying identity and confirming access rights to a system.
Integrations: the ability to integrate with other software products and company information systems for seamless data exchange.
What is an electronic document?
An electronic document is a digital analogue of a paper document, possessing the same legal force. It is created, signed and stored in digital format, providing convenience, security and environmental friendliness. EDs are protected by an electronic signature, which is equivalent to a handwritten signature and guarantees their authenticity and integrity.

For reliable communication with clients, businesses use IP telephony . It provides clear voice transmission, stable connection and flexible functionality for call management.


OMNIwidget

IP telephony

SIM cards
Advantages and disadvantages of electronic document exchange
Let us list the main principles and advantages, thanks to which EDI is confidently implemented into the daily activities of companies and enterprises:

Increased document processing efficiency : Instead of waiting days or weeks to send and receive paper documents, it can be done in seconds or minutes.
Improved control : Provides a high level of control and data security, including encryption of information, authentication of participants, and tracking of document change history.
Search optimization : users can easily find the required document in a huge array of files by entering a minimal set of details in the search.
Document status tracking : you can monitor online what is happening with the document, what stage of review and approval it is at.
Error protection : the system itself monitors compliance with regulations and rules, preventing an unauthorized person from signing or indicating an incorrect date.
Archiving : the system is used as a storage facility, you can store signed documents in it for the required amount of time.
Savings : Replacing paper documents with digital ones allows you to reduce costs on paper, printer ink, etc.
It is necessary to reduce expenses not only on office work, but also on marketing. The end-to-end analytics system allows you not to waste your advertising budget and understand the real payback of advertising activities . Everything starts with tracking the sources of requests using call tracking , e-mail tracking, and chat tracking technologies. For each source, reports with in-depth data are generated, analyzing which, marketers correctly manage advertising costs.

Despite many advantages, EDI also has its disadvantages that must be taken into account:

Technology dependency : Software or network issues can result in temporary downtime in document processing and transmission.
New costs : costs may be required for connection, setting up document management software, and training employees.
Data security : Despite good protection, the possibility of hacker attacks and leaks cannot be completely ruled out.
Need for staff training : Successful implementation of EDI may require special training of employees in new systems and processes. Not all employees will adapt to new digital systems right away - some may need time to master new skills and habits.
Increase sales with the UIS communication system
A reliable cloud telephony operator: own number capacity and technical support No. 1 on the market.

Manage communications, control employees and automate the sales department.

Get a consultation

Types of modern electronic document management
EDI is divided into two main types: internal and external.

Interior
Internal corporate document management helps to automatically create, approve, distribute and store internal documents of the organization - orders, meeting minutes, reports, etc. It promotes more effective coordination between departments and employees due to the rapid transfer of information and the ability to work together on documents. All documents and information are available centrally, which simplifies their search, editing and exchange within the company.

External
External EDI is a document exchange system between an organization and external entities, such as customers, suppliers, partners, and government agencies. It allows you to conduct transactions, conclude contracts, issue invoices, submit reports, and pay for anything using digital documents and electronic signatures. It also ensures compliance with legal requirements and standards in the field of document flow with external parties - the use of an electronic signature and the preservation of electronic archives.

When working with external document flow, a business cannot take into account only its internal corporate regulations. The rules can be dictated by counterparties, and in some cases be conditioned by state requirements.

Concluding and signing a contract with a client is often preceded by a long cycle of negotiations. In order to have more successful deals, it is necessary to process calls so that none are lost, and sellers spend a minimum of time on routine. A virtual PBX with call recording, automatic callback, integration with CRM, tools for monitoring large call centers and many other useful features helps with this.