When employees are tasked with finding one piece of paper or an important file, they can waste precious time looking through drawers or cardboard document boxes—knowing all the while the last person to pull the document may not have put it back in its proper place.
Electronic document management (EDM) provides a better solution by employing a computer system and software to organize, store, manage and track electronic documents and scanned images of paper-based information. The electronic storage option allows workers to use keywords to search for files without leaving their desks.
Most document management systems allow users to modify and manage systems, and typically incorporate many physical filing procedures, such as storage location, security, and access and version control.
EDM systems allow files to be recalled at the click of a mouse, while providing information on when and by whom the file was last viewed or altered. Documents can be scanned and stored to create an electronic database accessible to users across an enterprise. Cloud-based EDM systems also allow out-of-office users to access company and project-related documents via a wireless connection.
Document management systems can be useful for every department in a construction company. The accounting office can better track revenue and expenses by pairing order forms with resulting bills from suppliers and store receipts, and project managers can share updated blueprints instantly with onsite supervisors.
EDM systems also help companies protect confidential information and ensure compliance with legal regulations. Additionally, electronically backing up files can help reduce the risk of losing important documents in the event of a fire or natural disaster.
To encourage more efficient operations, some document management software gives customers a web-based solution for managing and sharing workflows, documents and conversations among project team members. The software functions much like a corporate intranet by centralizing all project-related information and documents in a secure, online location via a Software-as-a-Service model. No matter where team members are located—in the office, at home or in another country—everyone can access the data and track changes on the shared platform.
For example, if a particular item—such as a contract, estimate or proposal—needs group approval, all the appropriate people receive an electronic version of the file to review. An audit trail preserves the original document while allowing everyone to see each other’s edits.
This software system aligns with many companies’ efforts to go green, allowing team members to share ideas and conduct research without printing, reproducing, distributing and storing paper files during the course of a project. According to the
United Nations Environment Program, the cost of using paper—taking electricity and ink into account—is actually 13 to 31 times the initial price of the paper itself. Eliminating paper-based processes can help a company reduce money spent on paper, ink, toner, and expensive maintenance and repair of copiers and printers.
Digitizing paper files also means businesses that are short on space do not have to spend as much on offsite storage units.
Additionally, users can receive automatic electronic notifications and alerts based on user criteria, such as whenever changes are made to a drawing, document or meeting date. W
hether a project lasts two weeks or spans years, or if the team consists of three members or dozens, an electronic document management system can help keep track of the documents, reports and correspondence involved in construction. EDM software can help ensure no project member misses out on key information.