Our document management solution

A Document Management System is a software application for organizing and storing documents electronically. The DMS is now an essential tool for document dematerialization, allowing companies to manage all their documents (paper or electronic) and archive them in secure space(s). As a result, companies have better visibility of their data and can access information in real time from any device (smartphone, computer, or tablet).

Thanks to business process automation and approval workflows, the productivity gains for companies are significant. Depending on the type of document, DMS can be tailored and adapted to meet the expectations and challenges of businesses.

EDM signification: EDM stands for Electronic Document Management. It refers also to the use of technology and software systems to manage, organize, and store documents in electronic format. EDM allows companies to digitize and handle their documents more efficiently, reducing the reliance on physical paper documents. It includes features such as document storage, retrieval, indexing, version control, and security measures to ensure the proper management and accessibility of electronic documents.

A Document Management Solutions (DMS) and an Electronic Document Management (EDM) system are often used interchangeably, but they do have some subtle differences in their scope and functionality. Here are the key distinctions between the two:

Integration and Scalability:

• DMS: A DMS often offers integration capabilities with other business systems, such as enterprise resource planning (ERP), customer relationship management (CRM), or human resources (HR) systems. It aims to provide a centralized document repository that can be accessed by different departments and integrated into existing workflows.
• EDM: EDM systems can be standalone solutions or components within a larger DMS. They are designed to handle electronic documents efficiently, providing a scalable infrastructure to store and manage growing volumes of digital content.
  In summary, while a DMS encompasses a wider range of document management activities, including both physical and electronic documents, an EDM system focuses specifically on the electronic management of documents. The choice between a DMS and an EDM depends on the organization’s specific needs and the extent to which electronic document management is a priority.

Scope:

• Document Management System (DMS): DMS refers to a broader category of software or processes that handle the overall management of documents within an organization. It encompasses various activities such as document creation, storage, retrieval, version control, collaboration, and workflow management.
• Electronic Document Management (EDM): EDM is a subset of DMS that specifically focuses on the electronic handling of documents. It primarily deals with the digital storage, organization, and retrieval of electronic documents.

Document Types:

• DMS: A document management solutions can handle various types of documents, including both physical (paper-based) and electronic documents. It provides a centralized repository to manage documents in different formats, such as word processing files, spreadsheets, presentations, scanned images, PDFs, etc.
• EDM: EDM is primarily concerned with electronic documents. It handles documents that are born digital or have been digitized, such as emails, PDFs, text files, electronic forms, etc.

Features and Functionality:

EDM: EDM systems are more focused on the storage, organization, and retrieval of electronic documents. They usually provide features like document indexing, full-text search capabilities, folder structures for organizing documents, document check-in/check-out, document linking, and document viewing in various formats.

DMS: As a broader system, the Document Management Solutions offers a wide range of features beyond document storage and retrieval. It typically includes capabilities for document creation and editing, version control, access control, metadata management, document collaboration, workflow automation, records management, audit trails, and integration with other business systems.

A digital vault, also referred to as an Electronic Vault Component (EVC), is a secure storage space designed to safeguard and maintain sensitive documents, whether personal or professional. Integrated into an electronic archiving system, it ensures the integrity, confidentiality, and accessibility of stored files, allowing for secure access at any time. To meet security and quality standards, a digital vault must comply with specific certifications, such as the NF 42-020 standard, ensuring long-term protection and legal compliance for archived documents.

Cloud software offers flexibility, ease of access, and lower upfront costs, with data stored remotely and maintained by the provider. On the other hand, On-Premise software provides full control over your data and infrastructure, often requiring more internal management and higher initial expenses. The best choice depends on your company’s size, needs, and whether you prioritize flexibility or control over your systems.

• Cloud Software vs On-Premise: which to choose?