Benefits of an Electronic Document Management System in 2018

electronic document management system in 2018

Electronic Document Management Systems in 2018

Happy New Year! As 2017 comes to an end, you are probably beginning the annual process of identifying your 2018 New Year’s resolutions. Whether you are beginning a brand-new project or tackling an old idea with renewed focus, the new year is a great time to step back and revisit your goals.

It’s no different in business; the start of the new year is the ideal time re-examine your priorities for 2018. As you do so, you should consider adding one goal to your organization’s 2018 plan: developing an electronic document management system (edms).

An electronic document management system is used to store and index an organization’s crucial documents. This process makes it easier to organize and retrieve these documents down the road. But why is an electronic document management system so important? Below are three crucial reasons to support adding document management to your list of New Year’s resolutions.

Already have an document management system in place? Congratulations, you are well on your way to a successful 2018! Consider a system audit or making it easier to continuously convert paper documents to electronic files as a 2018 goal.


One of the best parts about moving your records and files into an electronic document management system is enhanced security from both employee carelessness and natural disasters. Storing your documents electronically makes it impossible for your employees to accidentally throw away or destroy an important document. Plus, cloud storage solutions prevent your records from being lost to a natural disaster such as a building fire. With electronic document management, you will enjoy peace of mind knowing that your documents are secure.


We see it all the time: an organization faced with a lawsuit spends hours combing through the entirety of their records to locate one crucial files. The whole process leaves them feeling like they’re trying to find a needle in a haystack. Furthermore, if they can’t locate that specific document, their organization usually ends up losing a lot of money.

An electronic document management system helps you store and organize documents in a way that makes them easy to locate. This organization is crucial if you are facing a lawsuit, deal in patient records or must adhere industry record storage compliance measures.


What do you do when two or more employees need the same document at the same time? How about when an employee is working offsite? Or when an employee wants to edit a document and add notes? These tasks cause headaches if you are storing your files exclusively in a physical format. Those headaches go away with an electronic document management system.

Scanning, indexing and uploading files to your electronic document management system enables multiple employees to share and edit documents at the same time. This ease-of-access improves real-time collaboration between your employees and has a positive effect on overall office productivity.

Now What?

Check our document conversion guide if you want to convert paper documents to electronic files but aren’t sure where to start. You can also contact our document scanning team to discuss next steps. We look forward to assisting you in achieving your 2018 document management goals!

How to Convert Paper Documents to Electronic Files

Convert Paper Documents to Electronic Files

Best Practices to Convert Paper Documents to Electronic Files

You have finally decided that it is time for your office to go paperless. Maybe the triggering event was a lawsuit that required you to comb through your files for one document or the sudden realization that fire could destroy every important corporate record that you own. In any case, having decided to go paperless, you’re left with one important question: how do I convert paper documents to electronic files?

The move to electronic document management can seem daunting. After all, how are you supposed to convert, index and organize the thousands of files currently sitting around your company’s office? Furthermore, after you’ve converted these files how can you securely dispose of sensitive paper files and records?

Below, we’ve outlined our best practices to make it easy to convert paper documents to electronic files.

Stage One: Backfile Scanning

The conversion process begins with backfile document scanning. In this phase, you will want to scan, index and organize all your existing documents. The easiest way to do this is to engage a document scanning service to do the work for you. A document scanning service will take your documents and scan them into the electronic format of your choice.

What to Look For

Inquire about secure shredding services beforehand. Not all document scanning service will shred your documents for you. Some require that you dispose of the files on your own. Look for a scanning company that offers in-house document shredding. This way, when the service finishes to steps necessary convert paper documents to electronic files, they can securely shred your sensitive documents on-site for you.

You will also want to find a scanning service that makes it easy to ship your files or will pick your documents up on site. This reduces the logistical headache of trying to to get your files to your conversation partner.

Finally, you should consider beforehand whether your industry has any special document security standards, such HIPAA compliance. If it does, then you will want to find a document scanning service that meets those unique compliance standards.

Stage Two: Add the Files to an Enterprise Content Management System

After a scanning service has converted your documents, they will need to be added to an electronic document management system. This will allow your employees to search and edit your files electronically. There are a few options available for this process and you will want to consultant with document management expert in order to find the best solution for your office’s unique needs. For example, a common solution we often recommend for businesses is ImageSilo.

Stage Three: Day Forward Scanning

You finally have all of your documents scanned, indexed and stored in your new electronic document management system. Now what should you when you create a new physical document that you need to convert into an electronic file? In this case, you have two options available.

First, you can add an OCR capable device to your office. Many of these devices, when coupled with the appropriate document management software solution, will enable you to convert your own documents and index them in your electronic document management system. This is ideal for organizations looking to convert the occasional physical document into an electronic file.

If you have a lot of documents, or you’re creating new physical documents on a regular basis, you may want to partner with a document scanning service for timed document conversions. This allows you to convert your newly created document to electronic files at regular intervals and add them to your electronic document management system.

Now What?

After reading this article, you may be thinking that that process required to convert paper documents to electronic files requires a lot of vendor management, contract negotiation, and bid requests. While that’s true if you use a traditional company that specializes solely in either document scanning, document management software, or office printing devices, it doesn’t have to work that way. The key is to look look for an all-in-one partner who can guide your scanning project from start to finish. Not only does this make the billing process easier, but it also increases accountability and simplicity.

If you’re looking for that unique vendor with significant expertise in each area, then look no further than Metro Sales. With over fifty years of experience and knowledgeable experts in each of these three critical areas, we are uniquely positioned to help you with any scanning project, no matter how large or small.

Contact us today at (612) 861-4000 or via our contact form. We look forward to hearing from you soon!