Today, companies are always looking for ways to make handling documents easier in our digital world. Many businesses use electronic document management systems (EDMS) or Microsoft SharePoint for this. While SharePoint is popular, there are some pretty good reasons why an EDMS might actually be a better choice for your organisation.
One major difference is that an EDMS is dedicated solely to document management. Unlike SharePoint, which includes various functions such as collaboration and content management, an EDMS is specifically focused on handling electronic documents. This means it is equipped with features designed to meet the requirements of document-centric workflows, such as approval, acknowledgement, e-signing and automated retention rules.
Security is another area where an EDMS really shines compared to SharePoint. SharePoint has basic security features, but an EDMS usually offers more advanced security controls and encryption options to keep your sensitive documents safe. This is super important for organisations dealing with confidential information or strict regulations. An EDMS can give you peace of mind that your documents are secure and compliant with industry standards.
Moreover, using an EDMS is often more intuitive and tailored specifically for document management. It offers efficient features like advanced (full-text) search, version control, and audit trails designed to streamline document handling. In contrast, using SharePoint for document management might be a bit more complex to learn and could potentially slow down your workflow.
Scalability is another significant factor. Unlike SharePoint, which may face limitations as your company’s needs increase, an EDMS is designed to accommodate growth from the outset. This means that as your company deals with more documents, the EDMS can seamlessly handle the increased volume without causing any issues.
Finally, an EDMS can seamlessly integrate with various business systems and applications via open APIs, including ERP, CRM, and collaboration platforms like Teams or Slack. This integration allows for creating a connected system where documents flow seamlessly between different stages of the business process, resulting in a cohesive and unified experience.
So, while SharePoint is versatile, an EDMS offers unique advantages for document management. From robust security and user-friendly experience to effortless scalability and integration, an EDMS is a compelling choice for managing your documents. Ultimately, the decision between SharePoint and an EDMS depends on your organisation’s specific needs, but an EDMS is certainly a contender, given its unique strengths.
If you want to learn more about Chaffinch’s electronic document management system, Aviary, and how it can help your organisation, feel free to contact us. We’d be happy to discuss your specific needs and set up a demo to show you what our EDMS can do. Get in touch today!