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News / Blog / What is electronic document circulation and the electronic document circulation system?

24 March 2025

What is electronic document circulation and the electronic document circulation system?

An Electronic Document Management System is a software solution that automates the processes of creating, processing, storing, and managing documents in electronic format. It replaces traditional paper-based document management, enhancing efficiency, speed, and security in handling documentation.

Types of Electronic Document Management and EDMS Systems

Electronic document management can be classified based on several criteria:

  • By access level

    Internal – used within an organization. External – applied for document exchange between companies, government institutions, etc.

  • By management type

    Centralized – management is performed from a single control center.
    Decentralized – multiple independent document exchange nodes operate.

  • By processing method

    Manual – involves the use of electronic copies of documents. Automated – complete digitization of processes.

Advantages and functions of electronic document management systems

Key advantages of EDMS:

  • Reduced document processing time.
  • Lower costs for printing, paper, and archive storage.
  • Improved task execution control.
  • Enhanced information security.

Functions of EDMS

  • Creation, registration, and storage of documents.
  • Automation of document approval and signing.
  • Deadline control for task completion.
  • Integration with other information systems.

Criteria for choosing an electronic document management system

When selecting an EDMS, consider the following:

  • Scalability and adaptability to the company’s needs.

  • Ease of integration with existing IT systems.

  • Compliance with legal requirements.

  • Customization flexibility.

  • Availability of technical support and updates.

Legal considerations for implementing electronic document management

  • Use of electronic signatures to verify document authenticity.
  • Compliance with data storage and protection laws.
  • Archiving and legal validity of electronic documents.
  • Access regulations for confidential information.

Challenges in implementing electronic document management

  • Resistance to change and the need for employee training.
  • Integration with other business processes and IT systems.
  • Reliable document storage and archive accessibility.
  • Choosing an optimal licensing model and technical support.

Stages of implementing an electronic document management system

1

Analysis of current business processes and company needs.

2

Selection and testing of an appropriate EDMS.

3

Integration with other company systems.

4

Employee training and development of internal regulations.

5

Pilot launch and necessary adjustments.

6

Full implementation and technical support.

Examples of electronic document management systems

Many solutions exist for document management automation, including:

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Almexoft – a platform for business process and document management.

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DocuWare – a cloud-based solution for document management and digital archiving.

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M-Files – an AI-powered document management system.

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Microsoft SharePoint – a corporate portal with document management functionality.

EDMS helps companies optimize processes, reduce costs, and increase document management efficiency. A well-chosen and implemented system minimizes risks and maximizes the benefits of digital transformation.

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