Electronic Document and Records Management System (EDRMS) is a comprehensive software solution designed to manage digital documents, records, and information within an organisation. Unlike traditional paper-based systems, EDRMS allows businesses to digitise, organise, and securely store their documents in a centralised electronic repository. TSG’s EDRMS, Mosaic, takes this a step further – you also get the benefit of seamless integration with M365 and applications such as Teams, SharePoint, OneDrive and more. This technology not only streamlines document management processes but also ensures compliance with regulatory standards, enhances collaboration among teams, and boosts overall operational efficiency.
Challenges with traditional document management solutions
Traditional document management solutions present businesses with a myriad of challenges.
Disorganisation and Inefficiency: One of the foremost challenges lies in disorganisation. Manual systems often result in scattered documents, making it cumbersome to locate specific files promptly. This lack of centralised control leads to inefficiencies, hindering productivity and collaboration among team members.
Time-Consuming Processes: Traditional methods necessitate significant time investments. Sorting, labelling, and physically storing documents are time-consuming tasks that can be better utilised elsewhere in the business. As the volume of documents increases, so does the time required for these mundane activities, hampering the pace of work processes.
Security Vulnerabilities: Hand in hand with disorganisation comes the risk of security vulnerabilities. Paper documents can be lost, damaged, or accessed by unauthorised personnel, posing a significant threat to sensitive information. In an era where data breaches are a constant concern, this lack of security is a significant liability.
Limitations of Manual Management: Manual document management is susceptible to human error. Misplaced files, incorrect labelling, or accidental deletion are common issues that can lead to critical data loss. Moreover, compliance with industry regulations and data protection laws becomes a challenge, as manual systems lack the built-in mechanisms to ensure adherence to these standards.
Compliance Issues: Ensuring compliance with regulatory requirements is a constant challenge. Manual systems lack the ability to enforce consistent processes, making it difficult to track changes and maintain an audit trail. Consequently, businesses face a constant risk of non-compliance, potentially leading to legal repercussions and reputational damage.
Ultimately, the challenges with traditional document management solutions underline the urgent need for a more streamlined, efficient, and secure approach in the digital era. These shortcomings have paved the way for innovative solutions like TSG Mosaic EDRMS, that not only addresses these challenges but also elevates the entire document management experience to high levels of efficiency and security.
How to overcome these challenges with TSG Mosaic
Designed to address the intricate demands of modern businesses, Mosaic offers a transformative solution to the complexities of electronic document and record management.
Built on the robust M365 platform and leveraging the powerful capabilities of SharePoint, Mosaic simplifies fundamental tasks such as document classification, uploading, and searching. What sets Mosaic apart is its seamless integration and exclusive components, ensuring a hassle-free document management experience while elevating security measures to safeguard sensitive data effectively.
With the Custom Cataloguing feature, documents are effortlessly categorised and enriched with metadata, ensuring a seamless user experience and unparalleled accuracy.
The Control-Term Manager empowers users to craft bespoke document types without any restrictions, fostering unmatched flexibility. Swift and efficient document handling is guaranteed through the Document Uploader Web-Part, allowing for rapid filing of multiple documents, while the Document Re-Filer rectifies misfiled documents in a blink.
Seamlessly integrating with your email, the Outlook Add-In enables direct filing of emails and attachments, streamlining communication management. The convenience extends to popular applications with Word and Excel Add-Ins, allowing users to save files directly.
Elevating search capabilities, the Advanced Search function provides an intuitive, eCommerce-style experience, enabling effortless location of files using metadata and document content.
This solution redefines the way businesses handle their documents, making the process not only efficient but also intuitive and secure.
The best part about this, is that is just Mosaic Business. TSG Mosaic Enterprise offers advanced functionality and connectors to your other line of business solutions.
Discover how TSG Mosaic can help revolutionise your document management
Say goodbye to document management hassles and embrace the future with Mosaic by TSG – where efficiency, security, and compliance meet seamlessly.
