6 Benefits of Moving to an Electronic Document Management System (EDMS)

When it comes to regulated documents, many companies are stuck in the paper world. There are many significant operational barriers, financial barriers, and technical issues to overcome when you want to implement the electronic document management system. However, you need other significant benefits once the systems are put in place. We have some key advantages for moving your documents to the electronic arena.

1. Better Vision Control
In the world of papers, most of the time you may wonder if you are looking for the correct version of the document. In the paper world, emails and file shares can be challenging because there is no control version developed. It is almost impossible to understand the changes made to documents in the manual paper world. An EDMS has an inbuilt version of the control that allows you to index and version all documents to ensure their history is available. While everyone works with the same documents, problems associated with multiple document copies can arise.

2. Facilitate Collaboration
Facilitation between the stakeholders in the organization science is growing to be more complex because more operations are now going to be outsourced. Moreover, it will be common to develop new partnerships such as the document scanning services on this occasion. The EDMS platform will improve your collaboration externally and internally through the use of workflows as well as the web-based environments. Also, you will have a facilitated approach to understanding the location of your document.

3. Improved Timeliness
It is paramount to have timeliness in drug development to the market and time reasons. The EDMS system provides with the necessary tools we can use to drive the document management processes as well as pushing the documents automatically through their cycles of life. You can use the tools to escalate bottlenecks as well as ensuring timely filing and generation of records and documents. This also translates to improved submission and inspection readiness.

4. No More Emails
Emails are good tools that revolutionize our working ways. However, you may have something good administered overboard. Most of us spend our days managing the content and information in our emails. Emails can be difficult and unstructured to work and manage. On some occasions, they can create significant compliance document versions, storage issues, and security challenges. The EDMS system removes the need to distribute content through emails. This significantly removes the storage and security burden as well as improving control over the regulation of content.

5. Increased Document Control and Security
Handling regulated content can be sensitive. However, it is also important to have adequate control and security. Achieving this through file share or the paper document management systems can be challenging. Having the capability to show clear traceability and custody of all documents in the regulatory environment helps the business comply with the granular security controls, traceability, and audit trails. One of the primary IP assets is documents. It should be your priority to protect them. The CASNET website can provide you with additional resources.

6. More Reliable Backups
If you don’t understand the type of content you own at your disposal, it will be very difficult to ensure the content is backed up. Traditional methods of managing documents encourage you to save documents on the computer to in a manner that is not controlled. This means that you may not back up the content in the correct way. When content is lost, you may not have mitigation over its loss. It is a requirement in the regulatory platform to produce the legible and original copies of records to have a durable backup solution for this requirement to be met. All records and documents are centralized by the EDMS to encourage the management and creation of a backup for storage.