{"id":78318,"date":"2021-08-02T16:50:25","date_gmt":"2021-08-02T16:50:25","guid":{"rendered":"https:\/\/monday.com\/blog\/?p=78318"},"modified":"2023-05-24T07:02:37","modified_gmt":"2023-05-24T07:02:37","slug":"electronic-document-management","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/monday-workdocs\/electronic-document-management\/","title":{"rendered":"Electronic document management: a complete beginners guide"},"content":{"rendered":"\r\n\r\n\r\n\r\n\r\n\r\n\r\n<p>Nowadays, most of your business operations depend on some kind of computer program, including document management.<\/p>\r\n<p>To effectively manage and control the most crucial information of your organization, you need to adopt and implement the right electronic document management system (EDMS).<\/p>\r\n<p>Today, we\u2019ll cover everything you need to know about this process, including best practices and what you should look for in document management software.<\/p>\r\n<h2>What is electronic document management?<\/h2>\r\n\r\n\r\n\r\n<p>Document management is the strategic discipline of storing, categorizing, sharing, and organizing your business information to meet your business goals.<\/p>\r\n\r\n\r\n\r\n<p>So, electronic document management refers to the use of computer software or digital filing to make this process more efficient.<\/p>\r\n\r\n\r\n\r\n<a class=\"twitter-box\" arial-label=\"Tweet\" target=\"_blank\" onclick=\"window.open(this.href,'targetWindow','toolbar=no,location=no,status=no,menubar=no,scrollbars=yes,resizable=yes, width=800,height=450'); return false;\" href=\"https:\/\/twitter.com\/intent\/tweet?text=\">By digitizing paper documents and storing them in the cloud, you\u2019re able to find information faster, as well as make it more readily available to others who may need it.<span><\/span><\/a>\r\n\r\n\r\n\r\n<p>But\u00a0electronic document management isn\u2019t just about being cloud-based. It\u2019s about standardizing your document-related business processes and providing clear guidelines to handle documentation, so you can be prepared even for something like disaster recovery or providing information for audit trails.<\/p>\r\n\r\n\r\n\r\n<p>When you have a defined path of action for each step in your document management or records management process, you can solve problems faster, innovate more often, and make better decisions.<\/p>\r\n\r\n\r\n\r\n<p>To make all of this possible, document management systems provide a wide range of features, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Internal search:<\/strong> find digital documents immediately by typing key terms in a user-friendly search bar<\/li>\r\n<li><strong>Communication: <\/strong>centralize your communications in a single place<\/li>\r\n<li><strong>Archiving and retrieval: <\/strong>archive and restore critical documents at will<\/li>\r\n<li><strong>Version controls: <\/strong>explore the different versions of your documents<\/li>\r\n<li><strong>Metadata: <\/strong>segment documents based on summarized information<\/li>\r\n<li><strong>Storage and categorization: <\/strong>categorize your documents based on specified criteria<\/li>\r\n<li><strong>File sharing: <\/strong>share files with relevant key members and stakeholders<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"Common features of a DMS\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/DMS1.png\" alt=\"A visual representation of the common features of a DMS\" width=\"700\" height=\"519\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/xtranetindia.com\/wp-content\/uploads\/2020\/05\/DMS1.png\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>Before we explore these features in more detail, let\u2019s quickly answer a crucial question.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Why is online document management so important for modern organizations?<\/h3>\r\n\r\n\r\n\r\n<p>On average, teams waste\u00a0<a href=\"https:\/\/www.panopto.com\/resource\/valuing-workplace-knowledge\/#Report\" target=\"_blank\" rel=\"noopener noreferrer\">5 hours<\/a>\u00a0per week waiting for information.<\/p>\r\n<p>An even more surprising study reveals that roughly\u00a0<a href=\"https:\/\/www.panopto.com\/resource\/valuing-workplace-knowledge\/#Report\" target=\"_blank\" rel=\"noopener noreferrer\">8 out of 10<\/a>\u00a0employees feel frustrated when they aren\u2019t able to access digital documents when they need them.<\/p>\r\n<p>Even though organizations have always dealt with information, the traditional way of managing documents is simply not efficient. As your business grows, so does the need to handle these different documents in an organized, secure, and strategic way, which can be a true challenge.<\/p>\r\n\r\n\r\n\r\n<p>For example, let\u2019s say that you\u2019re an accounting firm with 50 clients.<\/p>\r\n\r\n\r\n\r\n<p>Each month, you create 3 main documents for each client:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>A balance sheet<\/li>\r\n<li>A <a class=\"wpil_keyword_link \" title=\"cash flow statement\" href=\"https:\/\/monday.com\/blog\/project-management\/cash-flow-statement-template\/\" target=\"_blank\" rel=\"noopener\" data-wpil-keyword-link=\"linked\">cash flow statement<\/a><\/li>\r\n<li>An income statement<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>This means that each month, you produce 150 new documents.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s 1,800 documents per year.<\/p>\r\n\r\n\r\n\r\n<p>Imagine that one of your clients is going through a financial audit and requests a balance sheet you created a few years ago.<\/p>\r\n\r\n\r\n\r\n<p>Searching through thousands of paper documents to find that information could take months \u2014 especially if it accidentally ended up in the wrong folder or box.<\/p>\r\n\r\n\r\n\r\n<p>On the other hand, an electronic document management system could help you spot that particular balance sheet in seconds.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"The benefits of a DMS\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/dms-1.png\" alt=\"Visual representation of the benefits of adopting a DMS\" width=\"932\" height=\"494\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/i.ibb.co\/sQ7K4wr\/dms.png\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>The power of a DMS lies in its ability to make information quickly available to the right people, at the right time.<\/p>\r\n<p style=\"text-align: center;\"><div class=\"signup-form-wrapper\">\r\n      <div class=\"signup-form-inner\">\r\n      <div class=\"banner \">\r\n         <span class=\"b-left\">\r\n            <div class=\"h2\">One platform for better teamwork <\/div>\r\n            <div class=\"h3\">\r\n              with monday.com Work OS                          <\/div>\r\n              <img decoding=\"async\" class=\"banner-logo d-none d-md-block\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n         <\/span>\r\n         <span class=\"b-right\">\r\n            <svg class=\"banner-stars d-none d-md-block\" width=\"183\" height=\"85\" viewBox=\"0 0 183 85\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M178.536 62.5357L179.322 60L180.109 62.5358L182.645 63.3223L180.109 64.1087L179.322 66.6449L178.536 64.1088L176 63.3223L178.536 62.5357Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M146.776 74.7722L148.566 69L150.357 74.7731L156.129 76.5634L150.357 78.3534L148.566 84.1284L146.775 78.3544L141 76.5634L146.776 74.7722Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.77592 5.77216L7.5661 0L9.35658 5.77313L15.1289 7.56336L9.35717 9.35341L7.5661 15.1284L5.77533 9.35438L0.000457764 7.56336L5.77592 5.77216Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <svg class=\"banner-stars d-block d-md-none\" width=\"271\" height=\"103\" viewBox=\"0 0 271 103\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M266.345 69.806L267.092 67.3984L267.838 69.8059L270.246 70.5527L267.838 71.2994L267.092 73.707L266.345 71.2993L263.937 70.5527L266.345 69.806Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M238.282 93.9891L239.982 88.5078L241.682 93.9899L247.162 95.6895L241.682 97.389L239.982 102.871L238.282 97.3899L232.799 95.6895L238.282 93.9891Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.48421 5.67949L7.18416 0.198242L8.88438 5.68035L14.3643 7.37988L8.88419 9.07947L7.18416 14.561L5.4844 9.08033L0.00154114 7.37988L5.48421 5.67949Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <a class=\"button-t\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a>\r\n         <\/span>\r\n      <\/div>\r\n      <div class=\"only-mobile\">\r\n        <img decoding=\"async\" class=\"banner-logo\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n      <\/div>\r\n   <\/div>\r\n<\/div>\r\n<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">What are the best practices for managing documents online?<\/h2>\r\n\r\n\r\n\r\n<p>Without the right practices in place, electronic document management is just a technical capability. To have successful, organized document management, you need clearly defined and scalable guiding principles.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>So now that you understand the basics of this model, let\u2019s quickly explore some of the best practices to implement document management in your business.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Implement document control and regulation<\/h3>\r\n\r\n\r\n\r\n<p>Document control and regulation refer to the creation of specific rules and guidelines your team must follow when dealing with organizational information, including document review and approval, quality assurance, and security procedures, like regulatory compliance.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"The document control life cycle\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/image.jpg\" alt=\"The document control life cycle explained\" width=\"723\" height=\"407\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/i2.wp.com\/theecmconsultant.com\/wp-content\/uploads\/2021\/04\/document-control.jpg?fit=723%2C407&amp;ssl=1\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>These regulations will prevent potential mistakes when managing critical documents, as well as maintain your quality standards along the way.<\/p>\r\n\r\n\r\n\r\n<p>Let\u2019s explore some of the best practices for document control:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Streamline your <\/strong><a href=\"https:\/\/monday.com\/blog\/monday-workdocs\/document-approval-workflow\/\" target=\"_blank\" rel=\"noopener\"><strong>document approval workflow<\/strong><\/a><strong>: <\/strong>define a specific path of action from document creation to delivery. With monday.com, you can create an automated document approval workflow.<\/li>\r\n<li><strong>Centralize your workspace: <\/strong>get rid of silos between departments by building a central repository of knowledge and information.<\/li>\r\n<li><strong>Define clear quality standards: <\/strong>define what success means for you and what deliverables should look like when they\u2019re ready.<\/li>\r\n<li><strong>Control changes and client requests:<\/strong>\u00a0implement a change requests and management process for your documentation.<\/li>\r\n<li><strong>Increase organization-wide transparency: <\/strong>make your document-related process more transparent and available for your team.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>By adopting these practices, you&#8217;ll be able to better control your document workflow and make sure your team understands what they should be doing and when.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Prevent accidental data breaches and unauthorized access<\/h3>\r\n\r\n\r\n\r\n<p>Managing sensitive documents online involves some risks.<\/p>\r\n\r\n\r\n\r\n<p>Since you\u2019re storing confidential information in the cloud, your documents are more accessible to competitors and hackers.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s why you need to implement the right document security measures to protect your information and make sure only the right people can access it, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Setting permission levels: <\/strong>set permission levels and define what specific team members can or can not do with your documents.<\/li>\r\n<li><strong>Using a secure platform: <\/strong>use a platform that meets even the most rigorous security standards in your industry (just for the record, monday.com complies with SO\/IEC 27001:2013).<\/li>\r\n<li><strong>Backing up mission-critical information: <\/strong>create a backup for your most relevant documents on a regular basis.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Even though these practices don\u2019t guarantee the integrity of your data, they\u2019ll make it harder for anyone who wants to steal it.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Continuously audit history of changes<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n<p>As your business grows, you\u2019ll deal with different versions of your documents.<\/p>\r\n\r\n\r\n\r\n<p>This is especially true for businesses that create new documents on a continuous basis (e.g., a content marketing agency that produces content for clients).<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Activity Log\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/image-2-3.png\" alt=\"monday.com's Activity Log in action\" width=\"1200\" height=\"614\" \/><\/figure>\r\n\r\n\r\n\r\n<p>You need to make sure that your chosen DMS allows you to bring up the full history of your information and visualize who made what changes and when.<\/p>\r\n\r\n\r\n\r\n<p>This way, you can get more control over document changes and quickly recover old versions in case you need them.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Standardize your document storage procedures<\/h3>\r\n\r\n\r\n\r\n<p>Having a huge database of information can lead to some problems, like increasing difficulty in finding specific documents quickly or increasing cloud storage costs.<\/p>\r\n\r\n\r\n\r\n<p>Standardizing your document storage procedures can help you solve these challenges.<\/p>\r\n\r\n\r\n\r\n<p>Some helpful ways to do it include:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Using a standard document naming process: <\/strong>name your documents using metadata, \u00a0making it easier to search and recover documents later.<\/li>\r\n<li><strong>Constantly archiving or deleting obsolete documents: <\/strong>delete or archive documents you\u2019re no longer using.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Adopt a reliable DMS<\/h3>\r\n\r\n\r\n\r\n<p>At the end of the day, it all boils down to choosing the right DMS for your organization \u2014 a system that adapts to your specific business needs and provides the necessary infrastructure to manage and protect your documents the right way.<\/p>\r\n\r\n\r\n\r\n<p>In the next section, we\u2019ll cover the essential elements you should consider during your selection process.<\/p>\r\n\r\n\r\n\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started \" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started <\/a><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">What should you look for when choosing a document management system?<\/h2>\r\n\r\n\r\n\r\n<p>Now that you understand the importance of adopting a powerful DMS, the question becomes: what should you look for in an electronic document management solution?<\/p>\r\n\r\n\r\n\r\n<p>Let\u2019s quickly cover some of the essential elements:<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">1. Cloud storage<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n<p>Cloud storage is an essential feature because it helps you store way more information at a fraction of the cost of physical storage.<\/p>\r\n\r\n\r\n\r\n<p>This is one of the reasons why nearly <a href=\"https:\/\/blogs.oracle.com\/platformleader\/oracle%e2%80%99s-cloud-top-10-predictions-2019%3a-overview\" target=\"_blank\" rel=\"nofollow noopener\">80%<\/a>\u00a0of workloads will soon migrate to the cloud.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com, for example, you can store up to 1,000 GB worth of documents (depending on your subscription plan).<\/p>\r\n\r\n\r\n\r\n<p>You can also share files with external parties \u2014 like clients, attorneys, and other <a href=\"https:\/\/monday.com\/blog\/project-management\/stakeholder-analysis-ultimate-guide\/\" target=\"_blank\" rel=\"noopener\">stakeholders<\/a>\u00a0\u2014 and make sure the right people can access information.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's digital asset management template\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/digital_asset_management_dam_first-5.png\" alt=\"monday.com's digital asset management template screenshot\" width=\"1200\" height=\"695\" \/><\/figure>\r\n\r\n\r\n\r\n<p>Besides, you can create unlimited boards to categorize your documents and segment information based on your specific business needs.<\/p>\r\n\r\n\r\n\r\n<p>This can reduce your storage costs, all while making your information more accessible to team members.<\/p>\r\n<p>Not only that, with monday workdocs, you can also create documents with teammates without leaving your main workspace on monday.com. From there, you can add boards, task owners, and more, centralizing your workflow even more.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">2. Document control<\/h3>\r\n\r\n\r\n\r\n<p>As we mentioned earlier, document control is an essential step to properly <a href=\"https:\/\/monday.com\/blog\/monday-workdocs\/document-management-online\/\" target=\"_blank\" rel=\"noopener\">manage your documents online<\/a>. Otherwise, you\u2019ll struggle with project governance and regulation.<\/p>\r\n\r\n\r\n\r\n<p>Before you choose a particular software, make sure it offers the right document control features.<\/p>\r\n\r\n\r\n\r\n<p>For example, with monday.com you can:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Quickly archive and retrieve documents<\/li>\r\n<li>Manage information in a secure environment<\/li>\r\n<li>Set permission levels on your boards<\/li>\r\n<li>Explore the history of your documents<\/li>\r\n<li>Review and approve documents more efficiently<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>With the increasing volume of cybercrime, these features are no longer a luxury, but a must for any business.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"How to set board permissions in monday.com\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1-82.png\" alt=\"How to set board permissions in monday.com\" width=\"1200\" height=\"675\" \/><\/figure>\r\n\r\n\r\n\r\n<p class=\"p2\"><a href=\"https:\/\/parachute.cloud\/cyber-attack-statistics-data-and-trends\/\" target=\"_blank\" rel=\"noopener\">Cyber attack statistics<\/a> are increasingly cause for alarm, with a recent study performed by the FBI reveals that cyber attacks have increased by <a href=\"https:\/\/thehill.com\/policy\/cybersecurity\/493198-fbi-sees-spike-in-cyber-crime-reports-during-coronavirus-pandemic\" target=\"_blank\" rel=\"nofollow noopener\">300%<\/a>\u00a0because of the COVID-19 pandemic.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com, you can gain more control over your information with defined permissions settings and well-defined best practices.\u00a0<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">3. Seamless integrations<\/h3>\r\n\r\n\r\n\r\n<p>Modern organizations use many different tools and apps for their daily operations.<\/p>\r\n\r\n\r\n\r\n<p>In 2020, the average business used well over <a href=\"https:\/\/www.statista.com\/statistics\/1233538\/average-number-saas-apps-yearly\/\" target=\"_blank\" rel=\"nofollow noopener\">80<\/a>\u00a0SaaS applications, according to Statista.<\/p>\r\n\r\n\r\n\r\n<p>And you can be sure that this number will grow over time.<\/p>\r\n\r\n\r\n\r\n<blockquote>\r\n<p>To properly manage documents and information, you need a system that integrates all your apps and tools into a single place.<\/p>\r\n<\/blockquote>\r\n\r\n\r\n\r\n<p>When all your documents are located in a central repository, controlling your documents and enforcing compliance becomes easier.<\/p>\r\n\r\n\r\n\r\n<p>For instance, with monday.com, you can seamlessly integrate 40+ of your favorite apps and tools.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>Simply find and select a platform from our integrations list, follow the simple integration process we provide, and voila! You\u2019re all set.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">4. Advanced automations<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n<p>Nearly <a href=\"https:\/\/www.mckinsey.com\/~\/media\/McKinsey\/Featured%20Insights\/Digital%20Disruption\/Harnessing%20automation%20for%20a%20future%20that%20works\/MGI-A-future-that-works_In-brief.pdf\" target=\"_blank\" rel=\"nofollow noopener\">3 out of 10<\/a>\u00a0activities in 60% of all occupations are fully automatable, says a recent study.<\/p>\r\n\r\n\r\n\r\n<p>Document management is definitely an \u201cautomatable\u201d activity.<\/p>\r\n\r\n\r\n\r\n<p>Before you decide on a particular DMS, make sure it provides powerful workflow automation.<\/p>\r\n\r\n\r\n\r\n<p>For example, monday.com\u2019s automations center helps you streamline and automate over 250,000 human actions.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's automations center\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/image-252-3.png\" alt=\"monday.com's automations center screenshot\" width=\"1200\" height=\"660\" \/><\/figure>\r\n\r\n\r\n\r\n<p>You can build custom automation recipes for recurring tasks, item creation, notifications, status changes, and many more.<\/p>\r\n\r\n\r\n\r\n<p>For instance, you could build an automation so that every time a team member sends a document approval request, one of your managers gets a notification straight to their inbox.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"A monday.com automation recipe\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/image-254-4.png\" alt=\"A monday.com automation recipe in action\" width=\"1200\" height=\"666\" \/><\/figure>\r\n\r\n\r\n\r\n<p>On top of that, you could set another recipe that automatically assigns a task to a team member whenever a document request is approved.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>To get a more complete overview of monday.com\u2019s automations center in action, please watch this short video:<\/p>\r\n\r\n\r\n\r\n<p><iframe loading=\"lazy\" title=\"Automations | monday.com tutorials\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/ihx24g34yWs?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">5. Integrated document creation<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n<p>To get the most out of your information, you must align your documents with your business objectives.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s why any solid DMS should provide you not only with the <a href=\"https:\/\/monday.com\/blog\/project-management\/guide-to-project-management\/\" target=\"_blank\" rel=\"noopener\">project management<\/a> capabilities that help you store and manage documents, but also with the ability to actually create new documents natively within the same platform.<\/p>\r\n<p>With monday.com, for example, you get use <a href=\"https:\/\/monday.com\/workdocs\">monday workdocs<\/a> to create and store your collaborative documents in one Work OS. The powerful workdocs allow you to integrate live elements from your Work OS into your workdocs, so they are always updated without any manual work. Here are just a few ways centralized document management can look in a Work OS:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong><a href=\"https:\/\/monday.com\/blog\/teamwork\/team-management\/\" target=\"_blank\" rel=\"noopener\">Team management<\/a><\/strong><strong>: <\/strong>assign team responsibilities and track progress in a single place.<\/li>\r\n<li><strong>Collaboration and communication: <\/strong>bring your entire team into the same platform and centralize your communication.<\/li>\r\n<li><strong>Multiple data views: <\/strong>visualize your information through different data views, like Kanban, Gantt, Calendar, Timeline, Workload, and more.<\/li>\r\n<li><strong>Powerful reporting: <\/strong>customize your reporting dashboards and track the information that\u2019s most valuable to you.<\/li>\r\n<li><strong>Workflow templates: <\/strong>get access to 200+ pre-made templates for any business workflow.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>And many more.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter size-large wp-image-79477\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864-1024x640.png\" alt=\"\" width=\"1024\" height=\"640\" srcset=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864-1024x640.png 1024w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864-300x188.png 300w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864-768x480.png 768w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864-1536x960.png 1536w, https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/08\/Frame-1261151864.png 1776w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\r\n\r\n\r\n\r\n<p>By merging document management, <a href=\"https:\/\/monday.com\/blog\/project-management\/guide-to-project-management\/\" target=\"_blank\" rel=\"noopener\">project management<\/a>, automations, and a visual interface, monday.com helps you manage and control your documents in the most efficient way possible.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Let\u2019s digitize your business<\/h2>\r\n\r\n\r\n\r\n\r\n\r\n<p>Whether it\u2019s legal information, customer data, or client proposals \u2014\u00a0all businesses handle information.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s why you need to implement a system that helps you not only organize all this information but also share it and organize it strategically.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>And, if you\u2019re looking for a Work OS to centralize your work and manage your documents online, then monday.com could be the perfect fit for your organization.<\/p>\r\n\r\n\r\n\r\n<p>With our <a href=\"https:\/\/monday.com\/templates\/template\/71895\/digital-asset-management\" target=\"_blank\" rel=\"noopener\">digital asset management template<\/a>, you can quickly streamline your document management workflows and get started on the right foot.<\/p>\r\n\r\n\r\n\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started \" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started <\/a><\/p>\r\n","protected":false},"excerpt":{"rendered":"<p>Nowadays, most of your business operations depend on some kind of computer program, including document management. To effectively manage and control the most crucial information of your organization, you need to adopt and implement the right electronic document management system (EDMS). Today, we\u2019ll cover everything you need to know about &#8230;<\/p>\n","protected":false},"author":5,"featured_media":81023,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"What is electronic document management? %%page%% %%sep%% %%sitename%%","_yoast_wpseo_metadesc":"Learn what electronic document management is, why it matters, and some of the best practices to implement it in your business the right way.","monday_item_id":0,"monday_board_id":0,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13941],"tags":[],"class_list":["post-78318","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-monday-workdocs"],"acf":{"lobby_image":false,"post_thumbnail_title":"","hide_post_info":false,"hide_bottom_cta":false,"hide_from_blog":false,"cluster":"","display_dates":"default","banner_url":"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150","main_text_banner":"Try monday.com document management","sub_title_banner":"Join the 125K+ teams that use monday.com","sub_title_banner_second":"","banner_button_text":"","below_banner_line":"","landing_page_layout":false,"featured_image_link":"","use_customized_cta":false,"display_subscribe_widget":false,"custom_schema_code":"","activate_cta_banner":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What is electronic document management? 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