The Electronic Document Management software presents itself as an effective tool, truly adapted to the specific needs of the public service. The agents of the town halls and communities manage a large number of documents every day. Files and administrative documents to be sorted, processed, and archived punctuate the daily lives of civil servants in search of the best quality of service for citizens.
The digitization of procedures is becoming a major challenge to simplify the processing of requests and the coordination of responses while maintaining the satisfaction of citizens.
What does GED mean? What is the benefit of using an Electronic Document Management system? What is the help of this solution? How to develop it within your services?
This article explains all about Electronic Document Management solutions so that you can adopt EDM software in your community.
What Is Electronic Document Management Software?
Electronic Document Management software is a computerized system that manages different document flows within the same tool. This solution centralizes all documents for:
- Control their circulation;
- Harmonize their treatment;
- Optimize their access;
- Facilitate their sharing;
- Secure their storage;
- Simplify their archiving.
GED applies to all types of media. Your software takes a multi-channel approach. It supports paper and electronic formats. By including digitization functions, the Electronic Document Management tool is a dematerialization solution.
How to Use an Electronic Document Management Solution?
EDM software brings together all the phases of the electronic document management process.
Step 1: Acquisition of Documents in the GED
The acquisition stage concerns the dematerialization of documents. We speak of native dematerialization when it comes to electronic formats repatriated within the Electronic Document Management application.
This is duplicative dematerialization when a paper medium is digitized in order to feed the EDM
Step 2: Classification of Documents in the GED Software
The digital document that arrives in the software follows a classification and referencing process. Several criteria are recorded, such as the date the file was created, the person who saved it, and the name of the folder.
In order to go further, the Electronic Document Management solution performs indexing. This system makes it easy to find an element from simple or advanced queries.
Step 3: Storing Documents in the GED Solution
The archiving of documents raises various questions. It is necessary to determine a retention period depending on the type of document. The storage medium must correspond to the data volume, the content's importance, and the consultation frequency.
In order to facilitate the search for documents, the GED tool offers a method of prioritization according to the type of document, content, and format.
Step 4: Dissemination of Documents Using the GED Software
Several methods of transmission are possible to distribute and return the documents to the employees concerned. Files are made available according to user rights.
Distribution and sending to precisely designated recipients can be carried out using the Electronic Document Management platform.
Why Equip A Community With EDM Software?
The flow of incoming requests and the number of documents to be managed represent a major challenge within town halls and administrations.
The use of Electronic Document Management software is particularly suitable if you are in one of these cases:
- It happens that certain documents in paper format are lost within the various departments;
- Document filing methods are time-consuming and distract agents from focusing on higher-value tasks;
- It is often necessary to search for documents by going to the archives, which represents a waste of time on a daily basis;
- The distribution of documents within departments lacks clarity and consistency;
- Internal communication and exchanges around a document deserve more fluidity and responsiveness;
- You often need to reprint or copy documents;
- The retention of documents over time would benefit from being more secure;
- Some agents are working remotely.
What Are The Advantages Of An Electronic Document Management Tool?
A GED solution offers multiple advantages to your community:
- Centralization of documents thanks to dematerialization;
- Easy access to the various administrative documents;
- Simplified sharing of resources between services;
- Fast and efficient documentary research;
- Relevant dissemination of documents;
- Better organization of procedures;
- Increased productivity for agents;
- Easy filing of documents;
- Securing recorded items;
- Better responsiveness of elected officials, often on the move;
- Strengthened collaboration between services;
- Simplified involvement for civil servants working remotely;
- Reduced printing and archiving costs;
- Daily time saving for all.
How to Choose the Best Electronic Document Management Software?
To select the best Electronic Document Management tool, you must first define your needs and constraints:
- How big is your community?
- How many services does your community bring together?
- What is the number of civil servants in your organization?
- What is the volume of documents to be processed each week?
- What are the main problems encountered in the management of document flows?
What Are The Criteria For An Effective Electronic Document Management System?
In order to ensure the successful deployment of Electronic Document Management software in your community, it is important to check the following points:
Ease of use of EDM software
The interface of the GED solution must be intuitive and ergonomic so that everyone easily appropriates it. The ideal is to opt for a service provider who provides training sessions to support your agents in digitizing their working methods.
Ease of installation of the Electronic Document Management solution
Your service provider must support the implementation of the GED tool in the community.
Customer Support Responsiveness
The GED software regulates the activities of each agent daily. In the event of a problem, it is important to count on responsive customer service.
As you will have understood, Electronic Document Management software guarantees efficient document flow processing within the community. Dematerialization offers better accessibility, increased security, and increased productivity.
Visit the Turn-Key Solutions (TKS) website for the best Document Management System. We are an IT Solutions Provider company that helps you establish a Paperless Office.
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