EDMS (electronic document management system) is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization workflow. A basic EDMS should include document automation management, workflow, searches, and history recording. An EDMS must be capable of providing secure access for all records in the system.
What are documents?
Documents can consist of internal documents and templates, where versioning control and properties are managed, as well as external documents. In addition, documents can be organized into virtual folders.
It could be extremely difficult to correctly organize electronic documentation throughout a project. Sending a wrong version of a developing product by email or forgetting an essential participant through the approval process is unfortunately quite frequent. Lascom document automation software prevents businesses from wasting time, energy, money or taking wrong decisions due to misinformation.
The reasons for using EDMS are:
Data management plays a significant role in an organization’s ability to generate revenue, control costs and mitigate risks. Successfully being able to share, store, protect and retrieve the ever-increasing amount of data can be the competitive advantage needed to grow in today’s business environment.
Most organizations today are overwhelmed with data, the volume of which is increasing at an alarming rate. It is vital, therefore, to determine which data are most relevant and essential from an enterprise-wide perspective and implement an effective data management system.
Data exist in a variety of formats, and include information found in business documents such as contracts and invoices, customer data, financial data and intellectual property. Data management should take the various formats into account to properly deal with the entire lifecycle.
Lascom EDMS module performs as a document generation solution. EDMS generates Microsoft Word or Excel documents automatically from data and information contained in the information repository. Then it allows companies to automate the document generation process. Centrally managed templates merge with data, text, and graphics to ensure proposal accuracy and consistency. This lowers risk and staff spends more time on content development and less on such low value tasks as manual re-keying and formatting.
EDMS as effective document automation software
A key element of any knowledge base is the ability to manage documents in a wide variety of formats. Lascom document automation software includes a built-in electronic document management system with standard functions such as:
- Versioning control
- Subscription lists
- Document validation by means of workflow
Versioning control and history management
Documents can be internal, external or consisting of templates, where versioning and other properties are managed. In addition, documents can also be organized into virtual folders or such as related attachments.
Robust versioning control in the document generation tool is crucial. Once multiple versions exist, they have to be classified. It is valuable to track reports, documents, versions… Without a powerful versioning control, users are lost between floods of similar documents without knowing which one they can effectively work on. Consequently an effective versioning control feature is useful to avoid wasting time, energy and money.
Versioning control provides better overview project improvement and change. Thus history management has to be handled carefully. The document generation software automatically tidies and classifies by date, version, objects, specifications all documents to efficiently manage product history.
EDMS and Office connectors
Connectors allow Office users integrating with no pain and no re-input files from EDMS. Lascom document automation software provides integration with Microsoft Office, enabling users to work with familiar Word and Excel interfaces while their data is being centrally and securely managed by the document automation software. Some of the features enabled through this capability include the ability to:
- Access Lascom document automation software search functions through Word or Excel
- Open documents from document automation software repository directly into Word or Excel
- Download data directly into Lascom templates (based on Excel)
Save modified documents, or document data, directly into the Lascom document automation software with automatic versioning