An Electronic Document Management System (EDMS), commonly referred to as Document Management Software is a solution used to track and store electronic documents.

Core functionality should include the following:

  • Capture and import tools to bring documents into the system (i.e. scanning)
  • Methods for storing and archiving documents
  • Indexing and retrieval tools to locate documents
  • Distribution tools for exporting documents from the system and security to protect documents from unauthorised access

Electronic Document Management System

Below are five positive changes that can come from adopting digital document management, plus a handy guide to calculating the figures for your own organisation. (Via Laserfiche ECM Blog)

1. Freedom from pricey paper
This is a great starting point for ROI calculation as the results can be quite accurate. Paper-related costs can be tallied by analysing the following expenses:

  • Rent for offsite document storage
  • Filing supplies, such as cabinets and folders
  • Shipping of documents to clients, offsite departments, etc.
  • Ink, toner and other printing costs
  • The cost of paper itself

2. Time is on your side
A 2012 IDC report found that information workers spent up to 20% of their time filing and searching through paper documents. On top of that, they wasted over 10 hours a week searching for, but not finding, documents, recreating lost documents and other time-consuming tasks. These figures can be attributed to the problems inherent in hard copy document management.

By implementing document management in a digital format, companies can allot more time to using information and less time to finding it. Instead of wondering who has a report or combing through archives for hours, employees can instantly retrieve documents within a digital repository through a simple search.

3. Data safe, boss happy
If you think losing one file is frustrating, imagine losing thousands of them in a flood, fire or other disaster. Rather than cutting back on current unnecessary expenses, a disaster recovery plan is all about avoiding future ones. Ask your superiors if maintaining rooms full of paper documents is worth millions of dollars in restoration costs.

4. Bye-bye busy work
What can you do with all the time saved through digital document management? More work, obviously! By spending less time on processing contracts, invoices and customer inquiries, companies increase their work capacity and potential for growth.

5.  Space, not waste
We’ve just gone over what to do with extra time, but what about all that extra space? Look around your office and imagine what it could look like without all the file cabinets and storage rooms. All of that space could be used more productively. Just remember, a productive environment isn’t solely about rows and rows of workstations!

Managed Print Services

Digicom’s Managed Print Services (MPS) aims to provide you with the tools to optimise and manage your printer, Multi-Function Printer (MFP) and copier fleets, while lowering operating costs.

Printers & Photocopiers

As one of Ireland’s leading Print Management companies, Digicom have a track record of saving clients up to 35% on their printing costs.

Print Software

Save time and money, improve productivity and reduce waste with document software

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“Digicom offer a lot of help and expertise. They provide new and exciting equipment and ideas of how to integrate it into a building. For us it was a total solution. It’s not just the technology, it’s how the technology fits in with the people and with your building. Right from the starting point of design and implementation, right through to execution, Digicom is a one-stop shop for all your audio visual solutions.”

Stephen Scannell, Director Global IT Service Support, Teleflex

Read more – Teleflex case study

Stephen Scannell Director Global IT Service Support, Teleflex

“Having worked with Digicom for a number of years one thing remains constant, their professionalism. It’s also refreshing to work with a company that’s forward thinking and proactive. Digicom are always open to suggestion on the various projects we have worked on together. What I appreciate most about working with Digicom is their ability to look at the needs of everyone on a project, keep them all happy, and deliver the expected results and then some. We have had challenging projects with tight timelines and in particular delivery of our mission critical Audio Conferencing system, in our Boardroom, at Head Office, Mespil Road, Dublin 4. Since then with the help of Digicom we have implemented the categorisation and standardisation of our video conference and presentation display systems in our meeting rooms across the BOI Group, and the management of them has become much easier and has consistently satisfied the users experience. I would have no hesitation in recommending them for any project in AV/VC.”

Henry O’Donnell, Bank of Ireland

Henry O'Donnell Bank of Ireland

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