What is EDM?

EDM (Electronic Document Management), or DMS (Document Management System), is a computerized system designed to manage the entire lifecycle of digital documents.

The fundamental concept: centralize, organize and secure all documents in a single, accessible repository.

An EDM encompasses:

• Capture: Scanning (scanner + OCR) and file import
• Indexing: Classification by metadata
• Storage: Secure storage with versioning
• Search: Quick access via full-text search
• Sharing: Collaboration and validation workflows
• Archiving: Retention according to legal requirements

EDM (Electronic Document Management)

EDM focuses on structured documents: contracts, invoices, procedures, reports.

ECM (Enterprise Content Management)

ECM manages all types of digital content:

• Documents (what EDM does)
• Emails and attachments
• Multimedia content
• Web content
• Forms and workflows

ECM encompasses EDM and adds workflow, BPM, legal archiving and DAM.

1. Capture and Scanning

• OCR: Scanned documents to searchable text
• Multi-source import: Email, scanner, API
• Intelligent capture: Automatic metadata extraction

2. Indexing and Classification

• Customizable metadata
• Hierarchical filing plan
• Automatic classification via AI

3. Storage and Versioning

• Centralized repository
• Version control
• Check-in/Check-out

4. Advanced Search

• Full-text search (including OCR)
• Metadata filters
• Semantic search with AI

5. Collaboration

• Secure sharing
• Annotations
• Validation workflows

6. Security and Compliance

• Granular access rights
• Encryption
• Audit trail
• Automated retention

Productivity

• -80% search time
• -50% processing time with workflows
• Elimination of repetitive tasks

Savings

• Paper elimination
• Reduced physical storage
• Average ROI 300%

Collaboration

• Simultaneous access
• Remote work
• Single source of truth

Security

• Access control
• Loss protection
• Complete traceability

Compliance

• GDPR: access, portability, erasure
• Automated retention
• Simplified audit

Finance

• Supplier invoices: OCR, validation, archiving
• Expense reports: Mobile capture, approval

HR

• Employee files: Contracts, payroll, reviews
• Recruitment: CVs, applications

Legal

• Contracts: Versioning, renewal alerts
• Intellectual property

Quality

• Procedures: Controlled distribution
• ISO certifications
• Audits

Phase 1: Audit

• Map document flows
• Identify volumes and types
• Define objectives and KPIs

Phase 2: Design

• Filing plan
• Metadata by type
• Access rights
• Workflows
• Retention rules

Phase 3: Deployment

1. Pilot on limited scope
2. User training
3. Migrate existing documents
4. Progressive extension

Success Factors

• Executive sponsorship
• Change management
• Quick wins
• Clear governance

GDPR

• Right of access: Find all documents for a person
• Right to erasure
• Portability
• Traceability

Legal Archiving

Evidentiary Value

Requirements for paper equivalence:

• Integrity: Unmodified document
• Authenticity: Certified origin
• Traceability
• Durability

Standards like ISO 14641 define requirements for compliant Electronic Archiving Systems.

KaliaOps integrates EDM features natively linked to your ITSM/CMDB:

EDM Integrated with CMDB

• Asset-linked documents: Manuals, warranties, contracts
• Application documentation
• Ticket attachments

Features

• Secure storage (AES-256, France)
• Automatic versioning
• Full-text search with OCR
• Customizable metadata

Workflows

• Validation circuits
• Deadline alerts
• Electronic signature (V2)

Compliance

• Audit trail
• Granular RBAC
• Automated retention

Discover KaliaOps with our demo or view our pricing.