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As businesses grow to a certain extent, they require more sophistication when it comes to managing and storing documentation. When sales documents transform into commercial plans, and opportunities have strict specifications and deadlines, they may need an electronic document solution that works more like a Quality Management System. It could include features like “phase gating” or the ability to create auditable technical documents.
This is where the best EDMS can be of assistance. The best EDMS provides clear, orderly digital areas for documents that span the gamut of operations from standard business forms (e.g., invoices and receipts, contracts and reports) to specialized, industry-focused documents like proposals. This allows teams to concentrate on the aspects that matter to them, and managers to introduce automation features that streamline and improve workflows.
The right EDMS will also permit users to track the changes made to a document by providing versioning, and a record of what was changed and when. This allows the latest version of an document to be seen in all times, which helps to reduce confusion and miscommunication between team members.
Furthermore, the right EDMS can allow teams to communicate and collaborate in a systematic manner that keeps sensitive information secure. This includes tools for commenting, markup options and other censorship functions which only permit team members with the right permissions to access information that is pertinent to their role.