Cabinet edms

Businesses and organizations find that a well-designed and properly implemented EDMS can help their users tackle some redundant, mundane, and error-prone tasks of day-to-day operations. Using the robust features of an engineering document management system, employees work faster and more efficiently, especially when it gives them the ability to:Eliminate printouts and manual processesGain instant access to relevant information and documents directly on mobile devicesNavigate and maintains the relationship between documents, design models (like CAD), and physical spaces or assetsAccess accurate and complete documentation — regardless of source and format — in just a few clicksProvide document version control and content management to prevent users from working on incorrect or outdated versionsEnsure users have access to complete, up-to-date documentation related to work orders or other business processesMaintain the quality, accuracy, and completeness of data and metadata in a unified systemAnd make no mistake — an EDMS is more than a digital filing cabinet. It's a document organizer, distributor, and integrator that will simplify processes and allow your team to quickly use your data rather than fumble through it. EDMS Pricing CalculatorThis comprehensive pricing calculator is designed to provide you with a clear, customized cost breakdown for Meridian’s EDMS software.Top EDMS System Features to Look Out ForWhen choosing an EDMS system for your organization, keep in mind that the best engineering document management systems include the following features:Easy-to-Configure WorkflowsRevision controls and approval processes will help you streamline workflow information like document type and the number of working copies. This can ultimately simplify collaboration and ensure everyone is working on the right page at the right time.Intuitive Document Version ControlAutomatic document version control and auditing help ensure that all versions and drafts of a document are accurately recorded and managed across different teams and devices. This type of content management can help regulatory compliance and ensure that all users have access to up-to-date, accurate information to maximize productivity and safety and ensure data integrity. The assets and documents in both applications are 100% identical. As a result, our people have a better view of the as-built environment and, therefore, work more efficiently. Consequently, management costs have been reduced."— Rene Baron, Maintenance & Engineering Manager, BASFSeamless IntegrationsA robust EDMS software will pull information from other key systems and departments — including a CRM, EAM, or CAD software — to ensure that your mission-critical data is always effectively tracked, recorded, and synchronized into a single source of truth.93% faster document search speed3% fewer duplicate engineering drawings and zero missing file incidents over the last two yearsIncreased engineering and operations productivityImproved compliance with equipment and client requirements By consolidating our engineering documents into one central, controlled system and syncing properties with SolidWorks, Meridian has enabled our

Effectively. This includes mark-up tools like annotations, redactions, highlighting, stamps, and text boxes.Intuitive System OrganizationLike any filing cabinet or library, an EDMS must be effectively hierarchically structured, organized, and indexed to be useful. In Meridian's engineering document management system, your digital documents are available in a central repository. And they can be organized by any parameters you choose, including creation date, department, and more.Easy Document Locating and SearchWith an EDMS's hierarchical structure, metadata, search, and archival functionalities, finding the right information at the right time is easier than ever. These tools will help you track key milestones like creation dates, modifications, reviews, and approval statuses while effortlessly searching for and locating the files you need across folders and repositories.The Benefits of an EDMS SystemBetter Cost ControlMany factors — including an aging asset infrastructure, reactive maintenance practices, and incomplete document and preventive maintenance (PM) information — can lead to skyrocketing maintenance costs and inefficiencies. This is unsustainable in today's lean environment. Accruent's engineering document management system, Meridian, can reduce these maintenance costs while also extending the asset lifecycle and ensuring a safer workplace.Improved Data IntegrityBy connecting to other relevant data sources such as CAD, CRM, CMMS, or EAM applications, engineering document management system software can maintain the integrity of your data and help create a single source of truth for your mission-critical information. This can resolve common pain points like out-of-date information, incomplete information, or incorrect active versions.Decreased Document Search TimeA document management solution like Meridian makes information, documentation, and schematics easily accessible during any project or even an emergency by offering concurrent versions of documents and drawings. Meridian also maintains the integrity of data throughout the asset lifecycle and provides a comprehensive CAD software agnostic solution for engineering drawing document management, thereby creating a single source of truth for all important information. By creating a single source of up-to-date information that removes silos and integrates with our EAM solution, Meridian has helped us reduce maintenance errors by 50% and save $20,000 annually in unnecessary rework."— Willy Baten, Information Specialist, Real Estate & Infrastructure, RadboudumcFewer Costly Human ErrorsMistakes and redundancies caused by missing information or poor document control can cost time, efficiency, and productivity. A comprehensive EDMS will facilitate document search and offer automated document data completion and updates to reduce such mistakes and increase ROI.Connected Employees and DepartmentsMeridian helps over 350,000 professionals keep their mission-critical documentation up to date. It also ensures that data is easily accessible by the right people while maximizing staff productivity, breaking down silos between departments, and supporting personnel safety.This widely available, comprehensive information can close the skills gap and allow for better training and knowledge management within an organization. By bridging the gap between maintenance

The likelihood of compliance violations, costly legal disputes and data breaches, particularly through: Managing records and retention policies: An EDMS grants users a clear view of a document’s current status within its lifecycle — whether it’s actively in use, archived or lined up for deletion — so organizations can comply with retention schedules and policies to ensure data is managed according to industry standards. Facilitating legal holds: In cases of legal investigations or audits, EDMS systems enable the imposition of legal holds on specific documents, preventing their deletion or alteration until the hold is released. Protecting customer data: An EDMS-CRM integration combines customer data from the CRM with related documents in the EDMS — all of which make it easier to stay in compliance with data privacy laws in the US like the Health Insurance Portability and Accountability Act (HIPAA) and state-level regulations.6. Crucial information is stored and backed up safelyMost cloud-capable EDMS leverage storage services, such as Amazon Web Services (AWS), Azure or Google Cloud, to store documents securely. In the event of a catastrophic event, such as a natural disaster or data center failure, data can be quickly recovered from backup copies in geographically dispersed locations, ensuring business continuity.Automated or scheduled backups also protect against data loss due to accidental deletion, system failures or other unforeseen events. Users can restore data to a previous state from these backups. How different industries can leverage EDMSMany industries can benefit from implementing EDMS to improve document management, collaboration, compliance and overall operational efficiency. These industries include: Government: Government organizations can utilize EDMS to simplify document management procedures, promote departmental collaboration, increase transparency and guarantee adherence to records management laws. Healthcare: Healthcare providers can benefit from using EDMS to help with patient record organization and accessibility, allowing secure information sharing between healthcare professionals and compliance with privacy laws. Financial services: An EDMS keeps a detailed audit trail of all document activities, ensuring financial firms entrusted with sensitive customer data stays is in compliance with regulations and internal policies. Manufacturing: Manufacturing organizations can use an EDMS to enhance document management among different teams.

McKinsey states that employees spend 1.8 hours every day — 9.3 hours per week, on average—searching and gathering information. Put another way, a business may hire five employees, but only four “show up” to work; the fifth is relegated to searching for answers that may or may not be found. Enter electronic document management systems (EDMS). What is an EDMS? An EDMS is a centralized digital platform that manages and organizes documents; it makes it easier for employees to find and access necessary information, arranging documentation in a single digital repository. An EDMS’s primary function is to simplify the creation, management, organization, retrieval, tracking and archiving of documents in various forms. It serves as a central database where files are saved digitally (across formats such as documents, audio, video, images, etc.) and minimizes the use of random file storage options, such as file shares or sync-and-share options — all while decreasing the risks of lost or misplaced documents. What are the features of an EDMS?An EDMS holds several features that can collectively enable organizations to improve their document management processes, including: 1. Document capturing and importingAn EDMS streamlines the way information enters your organization, keeps your data to greater standards of accuracy and allows you to access digitized documents with ease — all of which are done through capabilities like: Document scanning and processing: Physical documents (invoices, forms, etc.) are scanned into digital formats through document scanners. Document indexing: It organizes and catalogs data extracted from documents, allowing for quick and precise searches, significantly reducing the time it takes to locate specific documents. Importing electronic files: If existing digital documents are in nonstandard or incompatible formats, users can easily convert them to formats supported by the EDMS and maintain similar organizational hierarchies or naming structures. 2. Electronic document managementEDMS platforms can efficiently scale to accommodate growing volumes of documents without a significant overhaul of the infrastructure. This is particularly valuable for organizations experiencing expansion or those with varying document storage needs. An EDMS can be configured on-premises or in the cloud, allowing organizations to choose the most suitable storage environment

Based on their specific needs, budget and scalability requirements. On-premises EDMS deploys servers on-site with control but limited flexibility — while cloud EDMS platforms emerge stronger when it comes to disaster recovery, cost efficiency and painless, automatic software updates. 3. Document version control The document version control capability eliminates the issue of having conflicting edits to a document, multiple document versions in distribution, messy workflows or further errors.Consider a scenario where a company relies on a document that outlines several standard operating procedures (SOPs) to initiate a repair protocol. Without version control, technicians may refer to outdated procedures, which would potentially lead to costly or hazardous inefficiencies. An EDMS preserves historical document versions, providing clarity on the timing and nature of changes, while ensuring that users always have access to the most current and accurate documents. 4. Analytics and reporting Insight is important, and having reporting features in your EDMS measures the security and activity of your organization’s most crucial information. Here’s what you should be able to track with a modern, capable EDMS: Usage data such as which documents are accessed, how frequently, by whom, within what workflows and so on Document version history (edits, comments, etc.) The number of documents awaiting approval at any given time When documents are scheduled to expire Security incidents such as unauthorized access attempts An advanced EDMS also offers real-time monitoring capabilities in the form of easily understandable charts, graphs and tables to facilitate informed decision-making. 5. Collaborative toolsAn EDMS allows for multiple users to work on the same document and allows edits, markups or annotations to be visible to all authors with access to see them.Some EDMS platforms seamlessly integrate with popular tools and applications (such as Microsoft 365, Google Docs, etc.). This integration facilitates simultaneous, real-time editing by multiple users, ensuring that everyone is working on the most up-to-date version of a document.6. Records management and retentionIf your organization largely relies on paper documentation, manually tracking retention schedules can become an error-prone process that could leave you wide open to legal risks if sensitive files get misplaced or damaged along the