Today’s savvy businesses are moving toward digital transformation as they struggle to find ways to keep productivity high, whether their workforce is on-the-go, remotely located, or in-house.
For maximum efficiency and the highest level of customer service, employees need to have mission-critical information at their fingertips, no matter where they’re physically located.
By using state-of-the-art document management software, even paper-heavy industries like legal, finance, and healthcare can reduce their dependence on paper documents and make information much easier to access.
A document management system (DMS) consists of infrastructure and software that helps streamline how your company collects, archives, manages, and tracks these electronic documents.
From content capture through workflow, archiving, ERM, and output, this all-in-one document organization technology can bring key advantages to your workplace.
Compliance — A Critical Document Management Benefit
If you operate in one of the highly regulated fields that are subject to federal and state regulatory compliance regulations, such as healthcare, legal, and finance, then a DMS can help you meet these standards with less stress.
Here are some of the most wide-reaching regulations:
- Gramm-Leach-Bliley Act (GLBA)
- Sarbanes-Oxley (SOX)
- Payment Card Industry Data Security Standard (PCI DSS)
- Security and Exchange Commission (SEC)
- International Organization for Standardization (ISO) 9001
- Health Insurance Portability and Accountability Act (HIPAA)
- Food and Drug Administration (FDA)
All of these acts, regulations, or governing bodies require specific handling of sensitive data. A DMS hits all the requirements on target, such as:
- Tracking file modifications
- Generating an audit trail
- Providing access control
- Data backup
- Automated alerts
- Data encryption
As well as securing your documents, a DMS can put critical information within easy reach for faster, easier collaboration.
Putting Document Management to Work with Best Practices
If you decide to gain the significant benefits of a DMS for your business, make sure your implementation goes smoothly with these best practices:
Evaluate the compliance requirements governing your industry.
Determine what features you’ll need in your DMS to make it easy to adhere to compliance regulations and standards common to your industry for better document security.
Define what constitutes a business record before you create a document archival policy.
For example, do you want to store all correspondence, invoices, project materials, legal records, and employee records? Developing a classification system will ensure that each document type gets stored with others of that nature for better, faster searching.
Now decide how to store everything.
This is where a good managed services provider (MSP) can assist you. MSPs have specific experience managing electronic data and can help you create a data map and retention policy that suit your needs.
Create a document retention policy for specific document types.
If you’ve correctly identified and categorized your business documents, it will be easier to determine a protocol for the retention and disposal of these documents. All business communications can be governed by these policies, including:
- A policy for retaining emails
- Policies regarding Bring-Your-Own-Device (BYOD) situations, where personal devices are used in the work environment
- Management policy for mobile devices to govern personal mobile devices and those provided by the company.
Once you’ve outlined your procedures and policies, make sure all staff are comprehensively trained on the new policies and let them know how the policies will be reinforced. Make sure all your policies are up to date and keep current with the types of communications commonly handled by your offices.
Ensure controlled accessibility.
Make sure you set up access controls and permissions to govern who has access to your document repository. Ensure any administrators keep up to date with employees who switch jobs, move locations, or leave the company to keep data secure.
Edwards Business Systems Can Help You Get Started with Document Management
Our DMS team of experts have the right level of experience to guide you seamlessly through the paper-to-digital transition.
Using a suite of state-of-the-art products, our IT professionals can assess your current needs and infrastructure and develop a bespoke DMS plan that will meet your business goals.
From assessment through design to implementation and beyond, our team will stand by you step by step to ensure your transition is concluded with a minimum of disruption to business processes and staff.
Once your system is launched, you’ll experience the cost-savings that come with increased productivity along with the peace of mind that a high level of data security and assured compliance can bring.
Discover the advantages of a document management system. Contact an EBS representative now and learn how simple it is to get started.