What Tasks Does an Electronic Document Management System Solve: The Benefits of Implementing an E-DMS

This tool not only reduces paperwork but also simplifies and speeds up all processes, increasing the company's efficiency. Let's explore the benefits that an EDS brings to business.

Main tasks solved by EDS

1. Automation of document flow

EDS replaces manual document processing with automated processes. Creation, approval, and signing now take minutes instead of days and weeks. This is especially important for companies that process many paper documents daily.

To conclude a contract with your counterparty in the EDS Documentolog, you just need to upload the file, sign it in a way convenient for you (digital signature, QR eGov, SMS, or Adobe Sign electronic signature), and send it to the counterparty. The entire document sending process takes no more than 5 minutes.

2. Reducing approval time

The electronic document management system speeds up the document approval process between departments or counterparties. All participants work with the document in real-time, see its current version, and notifications help not to miss important deadlines. You always see which employee is responsible for the task and how long it takes them to complete it. 

Example: You need to approve a new contract with a partner. In EDS Documentolog, you can track the entire process — who signed the document, who is still waiting for their turn, and when to expect signing. Moreover, you can track the execution of the document on the side of your counterparty: see information on when the document was delivered, who and when took it into work, and their contacts. This helps speed up work and avoid delays.

3. Reliable storage and quick search of any document

Searching for documents in paper archives takes a lot of time and is sometimes impossible due to their loss. An employee resigned - did not submit documents to the archive, exchanged scans, and forgot about paper versions. EDS ensures the storage of electronic documents in digital archives. This eliminates the costs of maintaining physical archives and provides easy access to data at any time. Thanks to EDS, you can find any document in seconds using smart filters and search systems. Most importantly, for accounting and reporting, documents are always at hand.

You need to find a project report that was signed a few months ago. In Documentolog, just enter a few keywords, and the system will instantly show you the required document. 

4. Elimination of errors, duplication, or document manipulation

EDS minimizes the human factor. Document version control and automatic data verification help avoid errors and the re-creation of the same files. Also, built-in control mechanisms help prevent document and data manipulation. A document signed in the electronic document management system cannot be deleted.

When creating a document, EDS Documentolog automatically assigns it a DOC 24 ID number, which guarantees the document's uniqueness. The system automatically checks for identical documents and notifies you of repetition. When approving a document, changes can only be made by clicking the "Revoke" button. In this case, a new version of the document is created, and approval is repeated. After signing and sending the document, it cannot be changed or deleted. 

5. Security and access control

The system protects data using modern encryption technologies. Access to documents is only possible for authorized users, and documents are visible to employees with an approved access level, minimizing the risk of information leakage. A paper document can openly lie on the table or easily fall into the hands of employees. 

In EDS Documentolog, each employee has access only to the documents they need for work. You can set access levels and monitor who and when worked with the document.

Benefits of implementing an electronic document management service

The electronic document management system (EDS) allows significant time savings by automating processes and reducing document processing costs. Thanks to Documentolog, employees are freed from routine tasks, allowing them to focus on more important matters. Abandoning paper, printers, stationery, and courier services helps save thousands, and sometimes millions of tenge, as electronic transactions are significantly cheaper than paper document management. 

Moreover, EDS ensures transparency of all processes, providing a complete picture of each document: who created, approved, signed it, and when. This makes work convenient for control and analysis. The speed of document processing increases, positively affecting the company's productivity, as employees spend less time searching and processing papers. 

All this is confirmed by numerous reviews and recommendations from Documentolog clients who have already automated their document flow and other business processes. 

Also, EDS provides powerful analytics tools, allowing you to track key indicators such as work speed, employee workload, and process efficiency. This helps identify bottlenecks and make informed management decisions.

Electronic document management service: a must-have for business

EDS is not just a convenience; it is a necessity for companies that want to be competitive in the modern world. Reducing document processing time, saving resources, and increasing security are just a small part of the benefits that electronic document management provides. Implementing EDS is a step towards efficient, transparent, and modern work for your company in the long term.

We have told you how our system helps solve key business tasks and what benefits you will gain by implementing Documentolog. If you want to learn more about the capabilities of EDS and its integration with your system, leave a request on our website. 

Save time, money, and nerves with EDS Documentolog!