EDMS (Enterprise Document Management Systems)

In Puntocom we have proved experience in the Electronic Documents management System design and implementation. We are experts in the EDMS (Enterprise Document Management System) technology, which we can use to manage the life cycle of each of the company’s documents and control the business processes incorporation and usage which they support.

When regarding to share information in a flexible manner we can conclude that the documents have existed more than any other media with the only exception of the cave paintings and the language. And, really, they will not disappear in the future. This because the documents, in any context, are very valuable because they have information with which the knowledge is transmitted and accumulated.

The paper documents have historically been the media to support the business processes within a company. And, between the company and providers or customers. During the last years the technology has burst in all areas and departments (PCs, nets, printers, photocopiers, faxes) and the employees have multiplied by several times, their ability to produce documents, reproduce, distribute and store them and to receive documents from multiple sources.

It is really amazing the quantity of technology (and Wood) dedicated to feed the business processes with documents. Unfortunately, in most of the cases, only the adoption of the technology to produce documents makes difficult rather than easier the Access to the information stopping the flow of these business.

We must recognize that the document, as a media, has become in something dynamic and heterogeneous and, therefore, much more difficult to systematize. To the printing materials, the printed and reproduced documents within the company, paper photocopies and faxes, the fax and the e-mail, the electronic documents in any format, the audio and video files and now, the web pages have been added.

With every new paradigm the previous restrictions have been overcome and new opportunities have been opened (Severson 1998). However, it is difficult to to use them if the company does not count with a strategy, a platform and an expertise. Then, the questions arise: which expertise is required to organize the control system and the company’s document publishing? Who determines the business requirements in this topic? How are they determined?

Up to know, the individual users have been the ones, or in the best of the cases, the organization’s workgroups the responsible of sistematizing the corporate documents, i.e, solve its form, content, name, version, distribution, archive, support, storage, number of copies and many others properties and attributes. These responsible do their jobs and define the attributes although most of them are in an implicit way. The problem is that each responsible person develop their own code which then when all together is a chaos.

Thus, the companies have today more documents but they are controlled with a variety of criteria, forms and management means and control so a bigger volume does not constitute higher value for the company. Definitely, the company has adopted a technology to produce documents but it has not innovate in the same way on the documental management methods nor on the business processes, most of which are still in paper documents.