Electronic document management systems is an increasingly cost-effective way to streamline processes.

Organisations are under mounting pressure to streamline their business processes, increase their bottom lines and reduce their carbon footprints.

In order to meet these demands, many are turning to electronic document management (EDM) systems to gain a competitive advantage.

Document management enables organisations to electronically store, retrieve, manage, deliver and authorise business documents.

It also enables the automated capture and verification of purchase invoice data, reducing manual data entry.

The falling costs of disk storage, hardware used to scan documents and high speed internet connections has led to document management becoming more widely used.

These systems are easy to use and as well as reducing operating costs and improving efficiency, they also support organisations’ green agendas and business continuity plans.

With so many document management providers in the marketplace, however, choosing the right supplier can be an overwhelming task.

Catherine Murphy, marketing manager of document management and imaging company, Version One, says that you must ask a document management supplier the following key questions when selecting an EDM system.

1. Do you author the document management products you supply?

A supplier who is also the author of the software is more able to tailor modifications to fulfil your particular needs.

The supplier can also ensure that the solutions are tightly integrated into your core business systems.

You will also be better positioned to benefit from regular advances in technology to ensure your organisation does not get left behind the competition.

2. Do you provide an end-to-end document management solution?

Lots of companies claim to provide a full end-to-end portfolio of electronic document management products but many employ third party organisations to enable them to provide a complete solution.

EDM solutions that combine software from different providers can be difficult to install, integrate and support.

3. Do your document management products tightly integrate with all major accounting and ERP systems?

Does your supplier integrate its solutions with all major accounting and ERP systems?

Check your document management technology can tightly integrate into your current system.

This will enable you to view and process documents by quickly and easily drilling down from your ERP system, saving time whilst providing a comprehensive audit trail of financial transactions.

4. If we move accounting system can we take our document management with us?

Make sure your investment is a sound one by checking that your document management software is portable.

This will give you flexibility and confidence that should you change your accounting system, you can take your document management with you.