What is EDMS software?

What is EDMS software?

Any regulated company looking to optimize its data and information processes will eventually encounter EDMS software.

In fact, an EDMS investment is among the handful of key software decisions a growing company will have to make.

But what is EDMS? How can one benefit your operation? And could other digital systems be a potentially better choice?

Let's dive in and take a look.

Table of Contents

  1. EDMS meaning
  2. EDMS document management
  3. Key aspects of EDMS software
  4. EDMS software features
  5. EDMS FAQs
  6. EDMS examples
  7. EDMS vs. eQMS

EDMS meaning

What does EDMS stand for? It simply means 'electronic document management system'.

EDMS systems, also known as EDMS software, are digital platforms for the storage, maintenance, and distribution of business documents.

In today’s digital age, businesses can be overwhelmed by an ever-growing volume of documents: SOPs, policies, work instructions, records. Managing your documents efficiently, securely, and in compliance with your industry-specific regulations has become crucial.

This is where EDMS software can play a transformative role. From centralizing document storage to 'going paperless', enabling seamless collaboration and ensuring information security, an EDMS can be essential for modern operations — particularly in regulated industries like life sciences.

EDMS document management

Why manage your documentation in an EDMS system? If you're using paper or adapted digital tools, you probably know the answer already.

Paper is easily lost and scattered, cannot be properly controlled or scaled, and is unsuitable for companies operating a remote or multi-site set-up. In short, it's antiquated and old-fashioned.

And there are costs to consider, too. AIIM estimates that organizations with a heavily paper-oriented operation spend between $25,000 and a whopping $175,000 every single year just on paper production and usage costs.

Adapted digital tools cannot offer the levels of document and data integrity that highly regulated companies require. Consider the typical document stack that a modern pharmaceutical company needs to meet its quality and regulatory demands:

Trying to manage these high levels of documents, with full traceability and version control, becomes almost impossible without a dedicated, purpose-built software platform.

Key aspects of EDMS software

EDMS software is a type of platform specifically designed to manage the creation, storage, organization, retrieval, and sharing of digital documents, allowing for faster access, better security, and improved collaboration among users.

Typical features include:

When selecting an EDMS, consider factors like industry-specific compliance needs, number of users and scalability, budget, required integrations, and on-premise vs. cloud preferences.

EDMS software features

Version control

Version control ensures document revisions are tracked and that users always access the latest version. It logs every change made to a document, eliminating confusion caused by multiple document versions being circulated.

Permission control

Permission control allows administrators to define who can view, edit, delete, or share specific documents, crucial for protecting sensitive information.

Audit trails

Traceable histories of document activity are vital for regulatory audits, tracking previous changes and proving control and compliance.

Cloud-based access

Modern EDMS solutions are often cloud-based, providing anytime access to documents via a secure web interface. This supports remote work and offers scalable storage options.

E-signatures

E-signature integration enables users to sign documents digitally within the EDMS environment, accelerating approval workflows and eliminating the need for printing or scanning physical documents.

EDMS FAQs

What is an EDMS?

An Electronic Document Management System (EDMS) is software that helps organizations store, manage, distribute, and maintain electronic documents.

Why would my business need an EDMS?

If your organization struggles with lost documents, version confusion, or slow document retrieval, an EDMS can help by centralizing document storage, automating workflows, and improving information security.

Does an EDMS improve productivity?

AIIM estimates that employees lose an average of 30 minutes every single day searching for documents. An EDMS enables teams to find what they need quickly and collaborate more efficiently.

Is EDMS software secure?

Reputable EDMS providers should have robust security features such as encryption, access logs, and multi-factor authentication.

How does an EDMS help with compliance?

A good EDMS provides audit trails and document retention functionality that supports compliance with industry standards.

Can an EDMS integrate with my existing systems?

EDMS solutions typically offer integrations with common platforms like SharePoint, OneDrive, and Salesforce.

What's the difference between cloud-based and on-premise EDMS software?

Cloud-based EDMS software is hosted online and easier to scale, while on-premise EDMS is installed locally, requiring more internal IT resources.

EDMS examples

Here’s a list of popular EDMS software platforms used by businesses today:

  1. DocuWare: Known for workflow automation and compliance features.
  2. M-Files: Organizes documents based on metadata.
  3. Laserfiche: Comprehensive document management and process automation tools.
  4. eFileCabinet: User-friendly and includes strong security features.
  5. OpenText: Known for enterprise content management solutions.
  6. Zoho WorkDrive: Budget-friendly with solid document storage tools.
  7. LogicalDOC: Open-source solution for tech-savvy teams.
  8. Qualio: An eQMS with powerful document management functionality.

EDMS vs. eQMS

Companies need to decide between investing in EDMS systems or electronic quality management systems (eQMS), depending on their operational needs and maturity.

When to choose EDMS software

Consider an EDMS if you are a small company needing to transition from a legacy system without needing the complexity of an eQMS.

When to choose eQMS software

Opt for an eQMS if you are an established company looking for comprehensive quality systems.

The bottom line: EDMS software vs. eQMS software

Buy EDMS software if you:

Buy an eQMS if you: