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Business Continuity: How Document Management Software Could Save Your Company

Posted by Lauren Ford on Tue, Aug 09, 2016 @ 01:40 PM

123.jpg93 percent of companies that lost their data center for 10 days or more due to a disaster filed for bankruptcy within one year. What would you do if all of your business documents were suddenly gone? Think of the aftermath. How would you recover? Most organizations fail to have an acceptable recovery plan in place because they don’t recognize the need for it. But having a disaster recovery strategy is critical to ensure business functions can continue despite an unfortunate incident.

Whether theft, fire or natural disaster, everything can be destroyed in minutes. There’s no insurance policy or filing cabinet that could bring back the data. But luckily, document management software can save it. Document management software provides a secure backup plan to ensure continuous data access and integrity. If you have a long-term business plan, you’ll need to protect it. Let’s explore how document management software keeps your business safe and secure.

Preparation: Having to tell your customers that all of your data has been lost in a fire is a company’s worst nightmare. This can be avoided completely if you are well prepared with a document management solution. With document management software, a Test Server can be put in place, allowing administrators to confidently test all aspects of their document database outside of their production environment. This approach to disaster recovery is strongly recommended as added insurance for organizations that rely heavily on digital business. Additionally, paper-based businesses going digital with document management software gain a safe haven for records which protects beyond fire, flood or theft. Customers, partners and employees need to know that sensitive data such as salary ranges, medical history, pricing and contact information is secure from people they may not want seeing it. Once files are scanned into a document management system, user permissions can be set through password based security parameters, ensuring private information is accessible only to those who need it.

Recovery: Paper documents stored in filing cabinets are extremely vulnerable to being damaged, lost or destroyed. But even electronic documents are exposed to disaster. An essential tool in any business continuity plan is the ability to run an offsite location where data and documents are regularly updated and can be accessed quickly. With a document management Disaster Recovery License, administrators can maintain a licensed “hot site” for continuous access to your records in a single location — one that does not include rent or utility expenses! That way, if disaster strikes, the digital files have been easily backed up and can now be recovered within minutes.  In the event of a catastrophe, your documents are available through remote, VPN or web based access.

shutterstock_203618407.jpgCompliance: Many businesses must comply with strict government and legal requirements when it comes to records maintenance. They need to be organized, secure and accessible. Document management software presents a system for handling the policies and processes used by an organization to manage its information through every phase of existence — from creation through to destruction. Document management software enables organizations to establish regular and consistent guidelines in audit situations, demonstrating and providing assurance of compliance and practice standards. Document management software makes it easy to be compliant so that, in an audit emergency, your business can prove it’s abiding by the rules set in place.

Looking at the cost of going paperless compared to the consequence of losing all your files, or even your business, the price is extremely immaterial. Don’t be another statistic. Beat the odds and be prepared by investing in document management software today. These solutions are tailored to your specific business size and type. Learn more about our SMB solutions here and Contact Us with any questions you have.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, Going Green, Data Security

Where Do You Draw the Line With Technology?

Posted by Dan Termale on Thu, Apr 07, 2016 @ 03:43 PM

dreamstime_19608025_1.jpgWe live in a world where our businesses rely on technologies to work productively and efficiently. Mobile technologies, paperless automated workflows and other types of solutions make huge differences in our little world. With the growth of new technologies we’re able to work remotely from anywhere in the world that has a Wi-Fi connection. Many companies have employees who work from home and have business processes that eliminate the need for any or very little interaction with their customers. The qualities of our products and services have improved, and the speed and abilities to serve our customers has never been better.

Today’s customer expects fast and quality products and services everywhere they go. If you can’t offer them the experience they’re looking for, then they’re quickly onto the next company that will. Technology is a crucial tool to accomplish this level of excellence, but there has to be a line that you draw in the sand to not forget that sometimes human interaction is still very important. 

dreamstime_l_29647833_1.jpgIt definitely makes sense to utilize business solutions to speak and engage with employees and customers when it’s appropriate, but there are times when you should spend some “face time” with them in person. Some companies have found that balance of in-person and virtual communications, and it has worked out great for them. It’s finding that balance that’s important. Customers and employees just want to know that you’re willing to go above and beyond for them. If that means taking the time to connect with them in person, then that would be a wise thing to do. 

You want to be able to give your customers and employees the freedom and flexibility that they’re looking for and, without technology, that’s hard to do. Take the time to evaluate your business processes and the way you share information. There are many tools to help us run efficient companies, but it’s our responsibility to embrace and utilize them. 

If you’re looking for ways to improve the way you communicate and share information, then Contact Us. We would love to assist you in identifying the right business solution that will help you find that effective balance between technology and personal communication.

Tags: Paperless Office, BPM, ECM, Workflow, Technology,, Data Security

Stay Compliant by Following These Rules When Retaining Documents

Posted by Dan Termale on Thu, Mar 24, 2016 @ 01:41 PM

document storagePaper. That’s the one thing all businesses have in common in some shape or form. The difference is that some businesses are drowning in it while others have taken the steps to manage and maintain it.

Something else that most businesses have in common is the requirements and regulations to stay compliant. The price of non-compliance can be very costly and, if you ask anyone who has gone through a non-compliance situation, they will tell you it’s not fun.

Thankfully, there are five steps you’d do well to consider when developing a process for retaining your documents and staying compliant:

1.) Don’t be a hoarder and retain every document just because. Different types of documents have required legal lifespans before it is OK to destroy them. Do your research on those timeframes and plan accordingly.

2.) When we say retain your documents, it doesn’t have to be in paper form in a filing cabinet, and hopefully that’s not your only plan of retainment. Consider implementing a paperless solution to convert and store your documents digitally. That way when you actually need to look up a specific document from five years ago, you’ll be able to just do a simple search and retrieve. Having an Enterprise Content Management (ECM) system will decrease the need to store paper documents and surely increase your productivity and workflows that revolve around them.

3.) One of the key issues with compliance is data security. When you store your documents in filing cabinets and storage rooms, you’re not keeping your information secure. It’s at risk to being ruined by natural disasters, fires, theft, or handled by the wrong person. Having a paperless solution allows you to really secure your information and control who can access it.

4.) Having the ability to access your information the moment that you need to is important. Customers are used to getting fast service anywhere else they go, so they expect it from our businesses as well. If it takes you hours or days to locate a file or document to complete a transaction of business process, then you would greatly benefit from an ECM solution. Your customers and employees will both benefit from this. Allow your employees to spend their time on more value-added activities instead of spending time searching for information.

5.) When you implement an ECM solution to manage your content, you can control how long you want to keep/store your information. Depending on the type of information, you may only need to keep a record for two years or forever. Within your ECM system you can set termination dates for data to know when it’s safe to discard. This way you don’t keep accumulating more documents and information without getting rid of the ones you no longer need in a safe and secure way.
compliance

It’s important that you take all of the necessary steps to protect your business and customer information and to stay compliant with all of the current laws and regulations. There’s room for you to improve in this area, including taking the preceding steps to move away from paper and towards a more secure paperless environment for your organization. 

If you have any questions or would like more information on this topic, Contact Us. We’d love to help guide you on your paperless journey.

 

Tags: Document Management, Paperless Office, ECM, go paperless, enterprise content management,, Data Security

Four Tips to Boost Your Data Security and Protect Your Information

Posted by Dan Termale on Tue, Mar 15, 2016 @ 01:34 PM

Data-Security.jpgOne of the top priorities for any organization is the security of its information. Now more than ever, we have to constantly protect our private and business information from data breaches, theft or hacking. There are many ways that our information can be compromised and found in the hands of the wrong people. 

We need to take the proper precautions to protect our information and be aware of all of the possible threats. Based on a recent survey, the number one cause of data breach was due to some type of human error or employee negligence. It doesn’t matter what size your organization is, whether big or small, there are people trying to steal your information.

Here are four tips to help boost your data security and protect your information:

  1. Strong Passwords

This sounds simple and it is. The amount of people and organizations that have passwords like “their name + 1234” or “ABCD” is hopefully decreasing as information security is becoming a more important topic. A strong password should have a minimum of eight characters containing a combination of symbols, numbers with a mix of upper and lowercase letters. The longer and more complex you make your passwords the harder it will be for hackers to gain access to your information. Make it a mandate that all passwords need to be changed every 90 days or so to further increase your protection.

  1. Anti-virus Software

It’s important to have strong anti-virus software to protect against malware. The purpose of anti-virus software is to provide virus detection and protection to help keep your sensitive information safe and secure.

  1. User Permissions

You need to be able to manage and track who has access to your different types of documents and information. This is especially true when you have an Enterprise Content Management (ECM) solution and a paperless office. Having the ability to only give access to the information that each person needs is a great way to boost your data security.

  1. Content Management Solution

paperless solutionsYou may think that only your digital data is susceptible to security breaches, but according to a recent survey, 21 percent of all data breaches occur from paper records. The more paper you have in your office the more risk you have of your data being compromised, lost, or even destroyed by natural disaster. Once you implement a content management solution, your data security will increase dramatically and the amount of paper documents you have will decrease as a result. Without a paperless solution and strategy, you are risking the security of your organization and your customers. It has never been more important to take the necessary steps to prevent and protect our information. 

If you are looking for ways to boost your data security or ways to go paperless in your organization, then Contact Us, we’re here to help you. This is an important topic that we all have room to improve on!

Tags: Document Management, Paperless Office, BPM, ECM, enterprise content management,, Data Security

ECM Offers Security and Peace of Mind With Email Management

Posted by Dan Termale on Mon, Mar 07, 2016 @ 03:50 PM

shutterstock_266676590.jpgTechnology has become a pillar in the way organizations run. Especially in modern times where we have more information than we even know what to do with. The struggle to manage our documents and information has been a challenge that has impacted the successes of our businesses. Solutions like, Enterprise Content Management (ECM), have been around for a while, and exist to help organizations improve customer service, reduce operating costs and minimize risk. This is made possible by providing instant access to data, documents and business processes from anywhere, on virtually any device. One area where ECM can greatly benefit your organization is in email.

Like ECM, email has also been around, but only recently is it being used as part of an ECM solution to help organizations across the country better manage their operations. However, as the role of email continues to grow in the business world, so too are the regulations regarding the archival of electronic content.

This is where email management comes into play.

What is Email Management?

Within a given organization, thousands of emails can be exchanged every day. A major red flag that is spurring many organizations to explore the benefits of email management via ECM is that every single one of these emails sent or received becomes part of the corporate record and, therefore, discoverable in court. This is a concern because it can put the entire organization at risk. Email management allows users to mitigate this risk by better managing their emails.

In the past, email management has simply been the act of removing emails from a server and saving them elsewhere. But as more and more information is being shared via email, organizations need a system that allows them to classify, store and maybe even destroy emails, while also making it easier for a user to locate and download any given email. An email management system allows for all of this, and more.

How Does it Work?

shutterstock_184194809.jpgOutside of the fact that email management saves time and money, the security benefits are what really make email management worth it. After all, every organization has a crazy amount of emails either in inboxes, sent folders, trash folders, etc. All of these emails not only negatively impact the performance of an organization’s email servers, but it’s all too common that an organization lacks the means to organize their email collection so that information can be found quickly.

When used with an ECM solution, the email management system creates a searchable repository to store copies of all incoming and outgoing e-mail. If a legal event arises, email content can be quickly recovered, thanks to the repository. This saves an organization valuable time and money.

If you have questions or would like more information on this topic then Contact Us! We would love to send you more information and help answer your questions.

Tags: Paperless Office, BPM, ECM, Workflow, enterprise content management,, Data Security

Great Customer Service is Fast Customer Service

Posted by Dan Termale on Tue, Dec 08, 2015 @ 11:54 AM

customer-service.jpgWe live in a time of instant gratification and convenience. We don’t like waiting. While at our favorite coffee shop in the morning, we expect it to take a few minutes to get our coffee. This expectation is the new normal — not just for fast food visits, but also for the enterprise. Great customer service is fast customer service and having instant access to all of your customer’s information is critical to accomplishing this. 

The goal of every business is to provide customers with the best possible product/service and customer experience. It’s never been easier for consumers to find new companies with whom to do business, raising the bar for all of us to make sure we’re doing our best. 

The reality is that it’s nearly impossible to provide great customer service when business information lives exclusively on paper. It can be very time consuming to find a customer’s information when they’re stored by paper files in cabinets or storage rooms; oftentimes files are misfiled or misplaced which brings up more issues and takes even longer. These are challenges for many businesses, not having that instant access to information. This not only takes away from giving your customers a positive experience, but it also expends your employees’ valuable time. 

ECM SolutionsAn alternative to having paper-based information is having an Enterprise Content Management (ECM) system that stores it digitally. This will give you fast access to information and will also greatly increase your data security. When you’re using an ECM system, you’ll have all of your customer information in one central place that can be accessed anywhere, even on your mobile device if you’re on the road. Having detailed notes on your customer’s past calls and experiences will help you provide them with more personal and tailored service.

You can also decrease the amount of new paper with the use of electronic forms. By using e-forms, you enable your customers to input their information and requests digitally which will improve the way customers provide their information to you. This will decrease the amount of time your customer services representatives spend sorting through information ecm solutionsand taking calls from customers who are waiting on you to respond to their requests. 

We need to be forward thinking and set our organizations up for success. If that means embracing new technologies and updating business processes to meet the demands of today’s customers, then so be it. We earn the right to do business with our customers; it’s a privilege to provide them with products/services that help them run their business successfully. Today’s business environment is fast paced and, as businesses, we need to do all that we can to keep pace and continually meet the demands of all customers. Contact Us, for more information!

Tags: Document Management, Paperless Office, ECM, Workflow, Going Green, enterprise content management,, Technology,, Data Security

How Can ECM Improve Your Data Security?

Posted by Brianna Smith on Thu, Jul 09, 2015 @ 12:14 PM

data-securityCompanies are increasingly beginning to utilize mobile devices to carry out work and day to day business operations. Theyre also beginning to utilize the cloud more to help manage their operations and store their documents, so naturally, concern over data security is on the rise, and rightly so. This rise in mobile working and using the cloud to store content is disrupting traditional means of securing business content, say in a filing cabinet, for example.

Weve all heard the saying, once on the internet, always on the internet. And once information is out there, it becomes easier for that information to be hacked. Because of this, business leaders have begun to implement firewalls and disaster recovery plans to ward off attacks on their data.

Dollarphotoclub_71319952By employing security measures like secure routers, firewalls, antivirus, or malware tools, businesses will have the peace of mind in knowing that outside intruders will have a more difficult time attacking their IT infrastructure. As an added bonus, having a disaster recovery plan in place will help companies recover any of their IT infrastructure that might get lost or damaged if a security breach or natural disaster does occur.

Thats all well and good for warding off outside attacks. What about defending against internal attacks? An ECM solution can help with that. 

INFORMATION GOVERNANCE

ECM solutions come equipped with tools and techniques to help companies defend themselves against inside data breaches. By their very nature, ECM solutions help to manage information and business processing assets by storing, indexing and serving content to users. Additionally, they offer security for the content they manage by ensuring that all the content it manages is governed by access controls. This means that individuals within a company need the appropriate level of permission - like a username and password -  to access things like documents, folders, reports, etc., within the ECM system.

document-management

If one of these individuals forgets to log out of the ECM system, leaving it vulnerable, ECM solutions are equipped to deal with any attacks. How? Its simple. ECM solutions come equipped with comprehensive audit trails and proactive reporting techniques that companies can use to track suspicious behavior, like irregular usage patterns or after hours access.

ECM solutions have so much more potential than simply their ability to save companies money, reduce their paper processes, and streamline their operations. Nowadays, in our mobile, tech savvy society, theyre being used by companies around the globe to protect their IT infrastructure and documents from data attacks. Interested in how ECM can better improve the security of your company? Contact us!


Tags: Document Management, Paperless Office, BPM, ECM, Mobile Solutions, Smart Process Apps, go paperless, enterprise content management,, Data Security

The Best Way to Boost Your Data Security

Posted by Brianna Smith on Thu, Apr 02, 2015 @ 03:37 PM

data-securityTheres no doubt about it. Traditional, paper-heavy methods of storing documents and important files pose a security risks for companies. Thats why its important for businesses to consider implementing an enterprise content management (ECM) solution.

When businesses rely on outdated, paper-intensive processes to store and manage important documents and information, theyre placing their entire company at risk because paper documents and files can become damaged or lost. Theyre unsecured and vulnerable.

hipaa-audit-w-wordle1Then theres compliance regulations and audits to consider. With the increasing levels of compliance regulations and required audits, both internal and external, keeping track of necessary documents is more important than ever. This is hard to do with a system centered around paper and paper-heavy businesses run the risk of compromised or lost data that could result in lawsuits and other negative repercussions.

If you find yourself asking the following questions, then it’s time to consider an ECM solution:

  • I need to safeguard my data.

  • Compliance requirements are keeping me up at night.

  • I am at risk of being out-of-compliance and incurring fees.

  • I am not cost effective in meeting my governance, regulatory or compliance requirements.

Implementing an ECM solution to help with data security will ease minds and facilitate audits and other compliance requirements. In fact, a lot of organizations realize huge cost savings from existing auditing costsincluding remote, secure access to critical documentation, after implementing an ECM solution.

solutionsCostSavingsAn ECM solution, like OnBase, can offer businesses many security options and user-permission rules to ensure complete confidentiality of documents and sensitive information. It can do away with time consuming, paper-heavy processes and condense everything down to one paperless, centralized, digital system that if used with the Cloud can be accessed from virtually anywhere. It would streamline an organizations business processes and makes thing much more efficient while saving time and money. Who wouldnt want this?

If you would like more information on how you can boost your data security by implementing an ECM solution, contact us!

Tags: Document Management, ECM, Workflow, The Cloud, Data Security

Is ECM A Valuable Tool Against Data Security Issues?

Posted by Brianna Smith on Mon, Mar 02, 2015 @ 01:29 PM

Data-ProtectionThe short answer is yes. As more and more businesses turn towards the cloud to help manage their operations and store their documents, data security concerns are rising. And rightly so. To combat these concerns, business executives have begun to implement firewalls and disaster recovery plans to ward off outside attacks on their data.

By employing this type of security whether via secure routers, firewalls, anti-virus, or malware tools businesses can rest easy knowing that their IT infrastructure wont be attacked by outside intruders. And, if a breach does occur, the data recovery plan allows businesses to recover any of their IT infrastructure that might of been lost or damaged.

Intermal-ThreatsBut what about internal threats threats already in existence within the business?

Many business leaders might not realize that the real threat exists within. The inside data breach is what businesses should really be protecting against. And what better way to protect their data than to implement an ECM solution.

ECM to the Rescue! 

ECM tools and techniques otherwise known as information governance can help businesses ward off inside data breaches. By their very nature, ECM solutions help to manage information and business processing assets by storing, indexing and serving content to users. Additionally, they offer security for the content they manage. 

dataprotectionIn regards to security, an ECM solution is golden in that it ensures that all the content it manages is governed by access controls. This means that individuals within a business need the appropriate permissions or keys to access documents, folders, reports, etc., within the ECM system. This can be as simple as a set of login credentials, like a username and password.

But what happens if an individual forgets to log out of the ECM system, leaving it vulnerable to attack?

Fortunately, ECM solutions today are equipped to deal with this. To counter attacks from the inside, ECM solutions come equipped with comprehensive audit trails and proactive reporting techniques that businesses can use to track suspicious behavior, like irregular usage patterns or out-of-hours access. These tools are enough to provide any business with the peace of mind that their content is safe and secure.

So not only are ECM solutions being implemented by businesses and organizations across the globe for their ability to save money, reduce their paper processes, and streamline their operations, but now theyre being implemented to protect their IT infrastructure and documents from data breaches.

Truly the benefits of ECM know no bounds. Contact us if you would like to learn more about how an ECM solution can help you!

Tags: ECM, Workflow, The Cloud, Data Security