Electronic Document Management System (EDMS)

Securely manage and organize your documents with Sibasi's EDMS. Improve efficiency, reduce costs, and enhance compliance. Experience the benefits of a paperless office.

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Overview

Transform your document management with our Electronic Document Management System (EDMS). Move beyond paper-based systems and embrace a digital solution that boosts organizational efficiency and control.

Our EDMS facilitates the creation, storage, organization, and retrieval of documents. Enjoy features such as document capture, indexing, version control, and access permissions—all designed to streamline your document handling processes.

Enable smooth collaboration whether your team is on-site or remote. Our system ensures everyone has real-time access to the latest documents, enhancing teamwork and productivity.

Our EDMS is engineered to increase productivity, reduce errors, and improve compliance. Embark on digital transformation with a system that handles capture, versioning and retention.

Securely manage and store electronic documents, reducing the need for physical storage and minimizing paper consumption. Our EDMS ensures your documents are safe and easily accessible.

Efficiently organize, search, and retrieve documents with advanced indexing and retrieval features, designed to enhance your document management workflows. Save time and reduce frustration with our intuitive system.

Boost document accessibility and collaboration within your team with a system that supports efficient sharing and updates. Give your team the tools they need to work together.

Reduce paper usage and save physical storage space by transitioning to a digital document management solution. Our EDMS helps you go green and stay organized.

Enhance your compliance and security with integrated document retention policies that adhere to regulatory requirements. Keep your organization compliant and your data secure.

Streamline your document workflows to improve overall productivity with our EDMS features. Automate repetitive tasks and focus on what matters most.

Simplify and secure document handling with our EDMS, providing reliable storage and access to critical documents from any location. Work confidently knowing your documents are always within reach.

Ensure your organization meets compliance standards and maintains data security with our advanced EDMS features. Protect sensitive information and stay ahead of regulatory changes.

Foster better collaboration and information sharing across teams with a system that supports document access and updates. Enhance communication and drive success with our EDMS.

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What is a document management system?

A document management system (DMS), or electronic document management system (EDMS), is software that captures, stores, organizes, secures and tracks an organization's documents across their whole life — from creation or scanning through to archiving or evidenced destruction. The working definition that separates a real system from a shared drive is this: a document management system knows what each document is, not merely where it sits.

That knowledge is what everything else is built on. Because the system knows a document is a contract, it can apply the contract retention period, route it to the right approver, surface it against the right counterparty, and stop the wrong department opening it. A folder structure knows none of that, which is why organizations that manage documents in folders end up with seventeen copies of the same policy and no way to tell which one is current.

The trigger for buying one is almost never a tidiness problem. It is an audit finding, a regulator's request that took three weeks to answer, a contract that auto-renewed because nobody saw the notice period, or a data protection obligation that cannot be met when personal data is scattered across mailboxes and network drives.

Key features to look for in a document management system

The evaluation criteria that matter, written for the category rather than for our product. Several of these are where cheaper systems quietly fall short, and the gaps do not surface until the first audit.

1

Capture and indexing

Documents arrive by scan, by email, from line-of-business systems and from people's desktops. All four routes need to land in the same place with metadata attached, ideally extracted automatically rather than typed by whoever is filing.

2

Metadata and classification

The system should hold a defined set of document types with their own fields, mapped to how your organization actually works. This is the capability that makes retention, permissions and search work, and it is the one most often skipped in a quick deployment.

3

Version control with a single current copy

One authoritative version, a full history behind it, and check-in and check-out so two people cannot edit in parallel. Superseded versions should stay retrievable for the record without being servable as current.

4

Permissions modeled on the organization chart

Access by role and department rather than by individual, delegated to departmental administrators, and restrictable to a single document. Security-trimmed search matters as much: a user should not see, in results, that a document they cannot open exists.

5

Retention and defensible disposal

Retention periods applied automatically by document type, with event-based triggers such as contract expiry or end of employment. Disposal should queue for review by a named officer and produce evidence of destruction rather than deleting silently.

6

Audit trail that administrators cannot edit

Every view, edit, download, print, permission change and deletion logged, retained on its own schedule, and not alterable from inside the system. This separation is what allows the log to be treated as evidence rather than as a convenience feature.

7

Workflow and approvals

Documents should route for review and approval on defined rules, escalate when they stall, and record the decision against the document. Approval that lives in email is approval you cannot evidence.

8

Search that reaches inside documents

Full-text search across scanned and native content, filtered by metadata, and fast enough that people use it instead of navigating folders. Retrieval speed is the single biggest driver of whether staff adopt the system.

9

Integration with the systems that create documents

Finance, HR, CRM and case systems all generate documents. If the DMS cannot attach the document to the transaction that justifies it, staff will keep a second copy in the other system and the repository stops being authoritative.

Frequently asked questions about document management systems

How much does a document management system cost?

Sibasi prices EDMS as a deployment rather than a per-user subscription. Basic Deployment starts from USD 5,000 and delivers a governed repository with metadata, search, versioning and access control. Larger deployments add workflow automation, records management and retention, digitization of existing paper, and integration with line-of-business systems. Final pricing depends on scope: how many departments, how many processes, how much paper needs digitizing and how many systems need integrating. The deployment model matters commercially, because a system charged per user per month keeps costing more as adoption succeeds.

What is the difference between a DMS, an EDMS and an EDRMS?

The terms overlap and tenders use them interchangeably. A DMS is the general term for storing and retrieving documents. An EDMS adds the electronic capture, workflow and control layer on top. An EDRMS — electronic document and records management system — explicitly adds records management: retention schedules, record declaration, disposition review and archival transfer. If your obligations include statutory retention or transfer to a national archive, you are buying an EDRMS whatever the tender calls it, and you should check that record declaration and disposition are present rather than assuming.

Is SharePoint a document management system on its own?

Not out of the box. SharePoint provides the platform — storage, versioning, permissions, search and integration with Microsoft 365, but it does not arrive with your file plan, your metadata model, your retention schedules, your approval workflows or your registry processes, and those are what a document management system actually is. Sibasi builds EDMS on SharePoint precisely so that the platform underneath is one your organization already licenses and your security team can verify independently, while the governance layer on top is delivered as a configured product rather than a build-it-yourself project.

Can it be deployed on our own servers instead of the cloud?

Yes. EDMS deploys on SharePoint Online in your Microsoft 365 tenant, on SharePoint Server in your own data center, or as a hybrid where sensitive records stay on premises while collaboration runs in the cloud. Where residency rules require data to remain in a particular country, a dedicated Azure region deployment is also available. Some AI capabilities depend on cloud services, and we make that trade-off explicit at design stage rather than after signature.

How long does it take to implement a document management system?

The software configuration is rarely the long pole. What determines the timeline is the records work: agreeing the file plan, confirming document types and their retention periods, mapping the permission model to the organization chart, and deciding what happens to the existing paper. A single-department deployment with a clean scope moves quickly; an organization-wide rollout with digitization of legacy archives is a programme rather than a project. We scope both honestly at proposal stage, including what you will need to decide internally before we can proceed.

What happens to our documents if we stop working with Sibasi?

They stay where they are. Because the repository is SharePoint in a Microsoft 365 tenant licensed in your own name, the documents, their metadata and their version history remain in infrastructure you control and continue to be accessible without us. That is a deliberate consequence of building on a platform you own rather than on a proprietary repository, and it is worth asking any document management vendor the same question before you sign.

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