An Unconventional Intro to Cryptocurrency

 

10 Frequently asked questions about EDMS.

We did our research and found 10 of the most frequently asked questions about Electronic Document Management Solutions (EDMS) and they are listed below. We are confident that the answers will sufficiently answer all the questions. Should your curiosities go beyond the scope of the questions answered below please feel free to drop them in the comments section and we will get right to them.

Happy reading!

 

1.    What is EDMS

EDMS is an acronym which stands for Electronic Document Management Solutions. The technology industry is constantly working to fill gaps in various industries. It allows the organization to work more efficiently in terms of time and money spent doing manual jobs that can faster be accomplished through technological automation. It also assists the organization to better serve its customers in real time through online interactions and transactions.

 

2.    What does an EDMS do?

The sole purpose of an EDMS is to automate business processes. Therefore an EDMS, paired with document digitization processes is useful in automating finance processes, HR processes, admin processes and marketing processes, just to name a few.

 

3.    Which industries does EDMS serve best?

EDMS has become a requirement for all industries, both large and small. It has become a defining factor in how well an organization servers its customers and how competitive it remains in the industry. The companies that have reaped the most benefits are those that acquired business automation/EDMS. Since then EDMS has become a necessary component for organizational success in every industry.

 

4.    Is it easy to use?

EDMS solutions vary from provider to provider, and an organization should be careful to do the best due diligence to ensure that they select a provider that will give them the EDMS that will best serve their needs both in terms of function and cost. Generally speaking though, an EDMS is an easy solution to use though it may need a brief period of training and hand holding so as to ensure that the staff are well equipped to use it optimally.

 

5.    What are the costs involved?

The costs that your organization will be required to incur when purchasing an EDMS vary from organization to organization. However, the most basic costs are the cost of acquiring the solution as well as the cost of training. An added cost which will be very important is a support agreement. There are two options for this. Either an annually renewable one-time fee or a fee incurred every time the organization requires support.

 

6.    Can an EDMS integrate with other systems?

Often, organizations will acquire a solution for a particular process in the organization, for example a financial automation solution for the finance department. EDMS solutions are able to integrate with other existing solutions, this means that the organization will not need to get rid of one to use the other. The only thing that will be influenced is the spectrum of functionality you will require in the EDMS.

 

7.    How secure is an EDMS?

Cyber security is the biggest consideration in regards to any online activity undertaken. EDMS solutions have carefully considered this and have necessary precautions in place so as to ensure that all documents and processes within an organization are confidential. Two features that are used for security within an EDMS are access control and automatic audit trails. However the organization are required to add their own security features from independent third party cyber security providers. It is common for EDMS providers to partner with cyber security providers so as to have an all-round solution for EDMS solutions.

 

8.    What are the payment plans available?

There are two different pay plans available. One is a one-off payment and the other is periodic payments. For the one off payment the client pays a one off fee for the solution and severs the relationship with the solution provider. The downside for this is that it is very expensive and the organization may have the added cost of having to hire an ICT department to maintain the solution. However some organizations would prefer to have the one-off payment so that they have ownership of the solution. This is most beneficial when the procuring organization has their own storage space, be it in form of on premise servers or cloud storage.

The second payment plan is a periodic subscription based plan, whereby users pay for licenses periodically, could be monthly, tri-monthly, bi-yearly or yearly. This is most beneficial where the organization desires to procure both the EDMS and storage from the service provider.

 

9.    What about updates?

Technological solutions are constantly improving to ensure that problems are dealt with more efficiently over time, hence the need for updates in technology. Depending on the agreement that you have with your provider, the updates can either be done on if and when they are available as stipulated in the SLA agreement or they can be done if and when your organization requests them, void of an SLA agreement.

 

10. How can my organization purchase an EDMS?

In Kenya EDMS solutions have been serving organizations for over a decade and there are many companies that provide this service. For more information send an email to sales.coseke.com and you will receive all the assistance required to make a better informed decision regarding EDMS.

 

We hope that this article has shed light on EDMS and how crucial it is for the competitiveness and survival of your business. If you have any questions, comments or views feel free to air them in the comments section below and we will be sure to give answer.