How to Create Your Own Document Management System?

Electronic document management systems are an important element of process automation in the modern enterprise. The desire to automate this process is due to the high labor intensity of document handling. Modern document management software helps to optimize and simplify the process considerably.

Specialized tools, which help to organize electronic document management, are being implemented both in small companies and for large businesses. They reduce labor costs and speed up the document management process.

Streamlining of Document Management and Implementation of Electronic Document Management

If you work with documents manually, business processes in any enterprise become time-consuming and labor-intensive. That is why automation is one of the most important tasks for company management. And in a highly competitive environment, it will become an additional advantage and allow you to move ahead of your competitors. Electronic document management software helps to significantly speed up the work process and get a complete picture of all areas of the company’s activities.

Functions of Electronic Document Management Systems

Here are the main functions of an electronic document management system:

  • Creation of electronic documents as well as the ability to store them.
  • The movement of a document, and the ability to track it.
  • Keeping the history of changes.
  • Creating and configuring status notifications.
  • Logging, deadline control, report creation.
  • Analytical functions.
  • Ability to receive scanned copies instantly and print finished copies if it is necessary.
  • Ensuring security and confidentiality of information, in particular access control and delimitation, use of digital signature, etc.

Modern document management is impossible without the introduction of up-to-date technology. This is why companies are increasingly migrating to an electronic document management system.

Types of Documentary Management

To start optimizing the document handling process, it is necessary to understand what exactly constitutes a company’s document flow and what types of document circulation exist. Conventionally, all activities with documentation can be divided into those that take place within the company and those that extend beyond the company.

The first group includes papers used in the work of various departments. These could include warehouse bills of lading, personnel records, internal accounting tools, etc.

The second group is represented by documents that are used to work with various counterparties. For example, relations with tax authorities, client agreements, business correspondence and others.

A special place is occupied by electronic document management, which is gradually replacing the classical one.

Operation of an Electronic Document Management System

The electronic document management tool performs the same tasks as a normal document management tool: generating documents, registering, sending, etc. It greatly simplifies and speeds up the work of the company.

Electronic documents have special requirements:

  • simplicity of form;
  • clarity of information;
  • suitability for processing by different systems;
  • digital signature to give the document legal force.

The operation of such a system is as follows:

  1. A member of staff generates an electronic document.
  2. Signs it and sends it to the recipient.
  3. The counterparty receives the document and signs it.

The company that sent the document is then notified that it has been signed. In other words, by using this system, the company can collaborate on the documents online: make changes to the contract, edit the agreements and instantly confirm the changes. Once the documents have been signed, payment or other actions stipulated by the contract can be performed.

Pandadoc: a Tool System for Electronic Document Management

By connecting to the Pandadoc platform, the business owner gains access to a suite of tools to help optimize the way the business creates, edits, moves and stores documents. With advanced functionality, users can manage documents by granting the necessary access to responsible employees. Pandadoc also features collaborative document management, allowing employees from different departments to make changes and additions without leaving their desks.

For working with clients Pandadoc developers provided the possibility to use electronic signature, which has the same legal validity as the real one.

In this way, we can say that using the Pandadoc service will allow the company owner to create an electronic document management system and optimize the flow of documents both within the company and outside of it.