EDRMS - Electronic Document and Records Management Systems

One of the reasons that EDRMS are needed is to protect the documents that are being worked on. Documents need protection and management especially during the creation and revision process. It is important to designate who has access and authorization to be able to revise and make corrections, edits, or changes to the documents.

This way, the changes can be tracked through a chain of responsibility, so that the edits are authorized and people who do not have authorization do not make changes and snarl up the process. This is what it means to protect a document, and one benefit of EDRMS. This way people know who made the changes and it saves the document from being unwittingly altered by the wrong person or department.

With so many documents in existence, and so many files living out in electronic space, it is an absolute necessity to keep them tracked and organized. In addition, using EDRMS means that the documents can be accessed by multiple people in multiple locations, making things much easier and more streamlined for the business itself. Once documents have been finished and are considered final products, they are often referred to as "records", and the company can take the appropriate steps to store them both physically and electronically.

Some methods of EDRMS use barcodes or RFID systems to track physical records or documents, so it is important to know that they work both on physical, tangible documents and files as well as any and all electronic files. Different documents may have barcodes put on them that can be scanned in to the system, which is like having a record locator number attached to them.

Often, RFID (Radio Frequency Identification) chips are also used as a way to track boxes of bulky files or large amount of boxed files that are either in circulation or in storage. This is a helpful way that important paper documents can be tracked using EDRMS so that they are not lost or misused.