Common Challenges in Document Management and How ERDMS Solves Them
Document management has become a critical aspect for every business in today’s world. To facilitate organizational document management, you have DMS platforms like SharePoint. However, there are certain challenges of document management that cannot be tackled by a ‘standard’ Document Management System (DMS). In such scenarios, an Enterprise Document and Records Management System (EDRMS) is the right system.
Evolvous recently got certified by RIMTech, which is an industry leader in EDRMS solutions. This certification, combined with our expertise in electronic document management solutions, allows us to offer specialized ERDMS solutions that tackles the common challenges and deliver better performance.
What is an EDRMS and How is it Different than your ‘Standard’ DMS?
An Electronic Document and Records Management System or EDRMS is an advanced system to manage both documents and records, throughout their entire lifecycle, delivering better compliance, security and governance than most ‘standard’ DMS deployments.
Many believe that an EDRMS is the same as an electronic document management system. However, that is not entirely true. While it is built on a DMS platform like SharePoint and others, it adds structured records management, compliance controls, to make it more suitable for organizational recordkeeping.
There are other differences as well. For example, you need to manually manage the document lifecycle on the DMS platform. Whereas on an EDRMS, you get automated workflows for versioning, approvals, retention and disposal.
Find Out More About Our EDRMS Solutions
Discover how our specialized electronic document management solutions and recordkeeping systems can meet your specific needs. Explore our comprehensive EDRMS solutions to find out how you can transform your recordkeeping.
Common Document Management Challenges You Can Solve with Electronic Records Management Solution
Let us take a look at some of the common challenges that we often see businesses face, irrespective of their industry. We will also try to explore how an EDRMS can solve them.
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Lack of Advanced Compliance & Governance Controls
Your standard DMS platform might lack settings like granular compliance, retention, and audit capabilities, leading to regulatory risks.
For example, in most DMS platforms, users need to manually delete the data. This can lead to accidental loss of data and non-compliance with data protection codes.
An EDRMS, especially the ones leveraging Microsoft Purview, can implement automated retention policies, labels, and compliance monitoring. This ensures that your records are managed according to GDPR, ISO 27001, HIPAA, and other relevant codes.
Make Data Governance and Monitoring More Efficient with Purview
Find out how our Microsoft Purview solutions can help you improve your overall data governance mechanisms. Explore our Microsoft Purview services
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No Automated Document Lifecycle Management
In standard document management systems, users must manually track the document versions, approvals, and retention periods. This not only takes a lot of time and effort, but any mistakes can lead to serious inefficiencies and compliance risks.
With specialized electronic document management solutions like an EDRMS, you can set up automated workflows for versioning, approvals and implement retention and archival policies. This cuts down the time spent on document lifecycle management and reduces the risks of compliance errors.
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Weak Security & Access Control Mechanisms
In certain highly regulated industries like healthcare, there are serious restrictions on how the data is handled. However, standard DMS users download sensitive files to personal devices. This increases the chances of a data leak.
When you setup an EDRMS with SharePoint and Purview, you can restrict downloads and encrypt files automatically by implementing sensitivity labels. Conditional access can also be set up to block access from untrusted locations or devices.
Microsoft Purview Insider Risk Management can actively detect unusual document access patterns and flag any such incidence, so that you can take the right action to protect your data.
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Inefficient Search & Discovery
Most DMS setups have features that aid in search and discovery. However, they are either inadequate or they are not effectively used. Inefficiency in search and discovery occurs, and that can lead to operational delays.
In an EDRMS, you can setup automatic classification and metadata tagging to improve searchability, without any significant user effort. When we use SharePoint, we make sure you can use its AI-powered search capabilities to make the search and discovery process more efficient.
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Inefficient Document Audit and Legal Hold Processes
A Document Management System might have limited tracking and legal hold capabilities. Again, this can lead to inefficiencies and compliance risks.
With a specialized electronic document management system like an EDRMS, you can setup full audit trails, legal hold and eDiscovery capabilities which helps you implement more robust document audit and legal hold processes.
How We Combine Microsoft Purview and SharePoint to Deliver Customized EDRMS Solutions?
Evolvous is a certified Microsoft Consultant and now, thanks to the RIMTech certification, we can help organizations develop a more efficient electronic document management strategy and setup a robust EDRMS solution.
Our team can help you setup Site Architecture & Document Libraries and enable version control and co-authoring for better compliance management.
With the help of Microsoft Purview, we can set up retention labels and policies, like:
- Retain financial records for 5 years or more (according to your needs).
- Auto-delete temporary documents after 30 days.
- Apply Immutable Records management for legal documents
We will also help you set up Data Loss Prevention (DLP) policies to protect your data from any security risks by preventing unauthorized sharing. For critical documents, we will be applying legal hold policies to prevent accidental deletion.
Evolvous is an AI-powered problem solver, and we help businesses like you to leverage the power of AI. Our team will ensure you receive support to use the AI functionalities of the EDRMS system.
Frequently Asked Questions
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I already have a SharePoint ecosystem. Can you help me transform it into an EDRMS?
Yes, we can help you help you transform the entire or part of your existing SharePoint environment into an EDRMS. However, there are a few criteria that it should meet. We suggest that you schedule and assessment to determine the feasibility.
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How much time does it take to setup an EDRMS?
The time taken to implement an EDRMS solution depends on several factors like scope, compliance needs, data volume and user training. In most cases, it can take anywhere from 3 to 6 months to set up an EDRMS.
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Can it integrate with my existing systems?
Since our EDRMS solution is based on SharePoint, it can integrate seamlessly with other Microsoft platforms like Power BI, Dynamics 365, Microsoft 365, and others. We can also build custom API connectors to integrate to third-party applications too.
