Organizations generate a tremendous amount of word processing files (offer letters, customer correspondence, internal memos etc.) as well as spread sheets, and sales and marketing power point presentations. Which document is the most current? Who has access? Who is working on the document?  EDMS provides a solution to reduce the burden of frequent and costly searches.

EDMS provides users with functions such as:

• Check-in/Check-out
• Revision
• Notes
• Dates
• and who created and/or changed

An example of the benefits of an EDMS: In Human Resources, you create an offer letter (either from blank form or template)and save it to the EDMS system.  Upon saving you are presented with a dialogue box asking you to identify the document type, index values that describe the document and, if appropriate, any workflow associated with this document. Once saved you will have complete control over who has access and what changes they can make.

Imagine that the offer letter requires a change, such as a new address. You open the file from the EDMS system and make the necessary changes in your word processor, and then you save the document as a new document or as a revision. Your notes indicate the reason for the changes.  A complete audit of the document and its history is now available to the business organization for review.