Home Cyberpsychology & Technology How to Take Back Control of Your IT with EDRMS

How to Take Back Control of Your IT with EDRMS

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There were an estimated 328.77 million terabytes created daily throughout 2023. This can prove to be complicated for businesses trying to manage their internal digital documents, records and data.

In order for businesses to get on top of these managed it service provider, TSG advocates the use of electronic document and record management systems (ERDMS). Doing so can allow businesses to improve efficiency, productivity and update their disorganised data. With this in mind, what are the benefits that EDRMS can bring to your business?

Improve organisation and efficiency

Businesses could be wasting unnecessary time, with disorganised files, thus preventing growth. Not only does this make specific files difficult to locate, but it can also massively impact collaboration and affect how productive teams are, meaning your employees are spending more time finding what they need than they should.

ERDMS can help streamline file management and improve productivity and efficiency within your business. They offer centralised storage for better accessibility, as well as search capabilities that allow users to filter through the documents to locate specific files, cutting down on admin within your business. They also have publishing and tracking capabilities once they’ve been exported to maintain transparency of their lifecycle.

Businesses can track their documents with version control, which will improve their efficiency. This way, you can monitor human error, understand how your files are being used, and determine which teams within your company are using them.

Optimise time-consuming processes

When disorganised files and human error mix, they both can be inefficient for businesses. In fact, studies show that businesses could be wasting up to 360 hours a year on finding information.

If businesses use EDRMS, their data can be stored into a single integrated system, that offers a centralised source of information for everyone to have access to. This simplifies time-consuming tasks like classification, uploading, and searching.

EDRMS reduce human error

Having Legacy systems in place that depend on users to input data are known to cause issues for business accuracy. This could lead to the business making the wrong decisions or strategise based on inaccurate data. There’s also the chance of files being lost to accidental deletion and incorrect labelling, that in turn, drain your resource and reputation.

Human error is also crucial to get on top of, especially when it comes to cyber security. Businesses have a legal requirement and ethical responsibility for cyber security and most cyber-attacks occur based on human error.

If businesses integrate advanced EDRMS into their processes, this can significantly reduce human error risks in document management. Not only do these systems save documents to a cloud that allows the associated teams to access them and work collaboratively, but they can also automatically save and back the files up, creating a single point of truth and avoiding any lost files.

Increased security options are also offered by EDRMS that keep sensitive data protected by providing two-factor authentication and password settings for specific files for added security, so your sensitive data is secure from unauthorised hands.

Being compliant with regulations

Businesses must adhere to the GDPR, and keeping their data secure is one of the factors that meets this regulation.

Legacy systems within a business that don’t update with the growing demand of technology can increase business vulnerabilities to cyber security attacks. Updating to an EDRMS can offer your business consistency and accuracy when handling and managing data and information.  Incorporating this system into your business processes and educating your staff on the importance of secure access sharing can reduce your likelihood of legal repercussions.

If businesses incorporate EDRMs into their document management, they can regain control of their IT team system.  Rather than relying on old systems and methods that no longer suit the digital age businesses are finding themselves in, updating your systems can streamline your information, improve security, reduce time consumption, and ensure that your data is being used in the right way.

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