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Konica Minolta ECM Blog

The Ongoing Attraction of Paper

Posted by Cindy Bialy on Tue, Oct 31, 2017 @ 02:55 PM

dreamstime_9311137.jpgMaybe you’ve noticed a decrease volume of your personal mail from the United States Postal Service (USPS) postal service. I certainly have. In fact, it’s been confirmed by USPS stats, including that First Class paper volumes have dropped 30 percent since 2007 and are predicted to drop another 40 percent in the next seven years. This decrease is illustrative of a more widespread trend that we’re gradually seeing important transactions migrating to an electronic space of some kind, thus paper transactions are increasingly going away.

Even paper money is quickly fading as you receive your paycheck via direct deposit or pay for goods and services electronically with your credit card, smart phone or PayPal. Money, the most of traditional of paper documents, is gradually going away and becoming less important.

Electronic signatures and electronic records were legalized in virtually every situation by President Clinton in 2001 with the enactment of the Digital Signature in Global and National Commerce Act. Leaving aside a small handful of documents as exceptions (e.g., wills, house repossessions, etc.), virtually every electronic record is acceptable in electronic format with very few barriers or requirements of any kind. Based on what I just wrote, you might believe that paper records are effectively dead.

But you’d be wrong.

Paper is alive and well. Paper will be around for some time. Why?

There are many reasons why paper does need to stay around that have anything to do with technological efficiency. Paper has an ongoing attraction. Notwithstanding the efficiency of electronic technologies, paper is a very appealing medium for many reasons. No matter how electronic your mindset may be, in one way or another there’s something on the list below that will appeal to you.

Misconceptions

dreamstime_m_31958911 (2).jpgIt’s a misconception that people hold onto paper and a wet signature (one made with a pen) because it’s a legal document and has some sort of special legal status. People perceive that paper and ink have special legal status over electronic documents, but they really don’t have the legal significance that people think they have. In reality, that isn’t so. A wet signature is an old 12th century technology intended to reduce fraud and forgery. Is a wet signature any more secure that its electronic counterpart? No, they are actually less secure because a signature can easily be forged. A wet signature is really an illusion of security that people retain because it’s an appealing illusion. Anything you intend to be your signature is your signature, including any sort of electronic mark or code.

Culture

People like paper – it’s familiar, it’s traditional and it has the appearance of being official and permanent. For example, a diploma on someone’s wall. If their building burns down they haven’t lost the official record because the official record is at the registrar’s office . Also, at graduation ceremonies, you wouldn’t hand the graduates a flash drive as they walk across the stage rather, you’ hand them a paper diploma. They are essentially bling and nothing more, but these characteristics are powerful psychologically. Paper documents are so powerful because they are tangible and people don’t let go of easily.

Convenience

dreamstime_xl_31666572 (1).jpgPaper is convenient stuff – no technology required, no internet connection needed, no charger required, its available anyplace, and only minimal skill and training is required. Also important is that a paper document is universally accepted. It’s rare for someone to refuse a paper document and demand an electronic document.

The bottom line is that, even though electronic technologies are secure, trustworthy, accurate and reliable, people are people and not necessarily entirely rational and efficient about these things. Even when electronic equivalents are available (and the reasons to utilize electronic far outweigh paper) people have a preference because paper is tangible, familiar, simple, and old-fashioned often feels better. That’s gradually changing over time as younger generations come up and are not only more comfortable with electronic records, but demanding the transformation.

Tags: Document Management, Paperless Office, ECM, Workflow, enterprise content management,, Technology,

The Pathway to Faster Public Records Fulfillment

Posted by Cindy Bialy on Tue, Aug 22, 2017 @ 02:46 PM

dreamstime_5865029 (3).jpgMore than ever before, government officials feel increased pressure to provide easy access to public records and often face mandates for fulfilling requests. Unfortunately, an overreliance on paper-based and manual public records request fulfillment makes meeting request deadlines difficult. Hunting down documents from multiple departments, locations and filing cabinets puts a strain on government staff and leads to lengthy fulfillment cycles. Given the increase in public requests and the scrutiny from the federal government to provide the public with better access to records, there is no doubt constituents want more access to public records while government expectations increase.

To address this situation, many agencies have decided to use an enterprise content management (ECM) system to digitize records. The challenge of finding records is overcome by providing a single, central and electronic repository to store and retrieve records.

With an ECM solution such as OnBase, you are ensured a complete search and a full list of documents that meet that request, whether the request is submitted online or by paper request. Keyword and full-text searches allow the clerk staff to find documents, easily saving staff time and money and making the processing of requests faster. With OnBase redaction tools, you protect any sensitive or confidential data on documents before delivering the request.

dreamstime_l_17691204 (1).jpgOnce a public request is submitted online or by other methods, requests enter a workflow so OnBase can automatically route them to the correct department for review, assignment and fulfillment. OnBase eliminates manual methods to track the request, logging the requests, staff fulfillment assignment, compiling documents into packets, redact confidential information and even sending electronically to the requestor or posting to a portal. Staff is notified of new requests and those in need of immediate attention. Deadlines are easily met without worrying about fines or other penalties for noncompliance.

Additionally, OnBase equips you with reporting dashboards that describe and identify bottlenecks. Dashboards report on many areas – open requests, request types, assigned departments and more – allowing better management of tasks and increased visibility into types of requests, number of requests and information being requested.

With the OnBase solution, you simplify request submission and fulfillment. From online request capabilities and comprehensive record searches to digital delivery, OnBase improves the process from beginning to end.

Tags: Document Management, Paperless Office, OnBase, ECM, OnBase workflow, Workflow, government

Why Adopt Content Management Technology in 2017

Posted by Cindy Bialy on Fri, Aug 11, 2017 @ 09:42 AM

dreamstime_10957071.jpgOrganizations are moving away from paper documents and are “going digital” or “going paperless”.  Content Management has always been key to business operations, but current methods have improved vastly from those of even 10 years ago. Content Management software, also known as Enterprise Content Management (ECM) or Document Management, has taken the lead in improving and streamlining current front and back office processes.  If your organization hasn’t started making the switch, you’re already behind your competition. 

A number of trends have recently emerged in content management practices and many have the potential to stand the test of time.  Some have been around for years, yet are now just starting to become commonplace. Some, however, are just debuting in the world of content management software.

The biggest content management trends for 2017 are:

Cloud Computing:

When Cloud computing started to gain popularity, many people were hesitant to jump on board. The technology seemed promising, but was it secure?  How did it work?  Could I lose all my information?

Cloud computing has revolutionized software in general and has had a profound impact on document management software. Documents and files are available anytime, anywhere with just an Internet connection..  You no longer need to be on a specific computer or within a closed network in order to access your files.

Mobile Friendly

Today’s professionals are constantly in motion and they must have constant access to important files and documents to approve invoices, review HR applications, review contract changes and much more.  Document management software needs to be accessible from mobile devices to avoid the bottle necks caused by being away from the office.  Accessibility isn’t enough; the experience must be user friendly.  As mobile devices continue to increase in use and popularity, so has the availability of a mobile-friendly software platform. Quick access, simple routing and easy approvals make mobile content management an essential part of daily collaboration, no matter where staff are working. 

dreamstime_19608025 (2).jpgCollaboration Enhances Content Management

Email has typically been the tool for collaborating on documents, but email collaboration can be cumbersome and confusing, especially when you need to track changes and reference earlier versions of a file.  When you are collaborating within a single space and changes are automatically tracked, the problems disappear. The best document management software vendors know the importance of easy content collaboration and they make sure to incorporate this functionality into their document management solutions.

Workflow

We can all agree on how manual paper-based processes suffer from process errors, bottlenecks, and missing information causing delays and reduced productivity. Traditionally many processes such as invoice approvals are processed and approved manually, but it’s important to understand there’s a better way to do this in the 21st century. That better way is through an electronic automated workflow. Workflow isn’t just a way to automatically push documents through work queues, it also optimizes your processes. 

Scalability

As your business grows, can your current document management system grow with it?   Can it migrate smoothly from one department to others, eventually to entail the whole enterprise?  Document management software that has been designed with scalability in mind enables organizations to transition smoothly as they grow in size.

More Affordable Solutions

dreamstime_l_41372515 (1).jpgCutting-edge document management software was once so expensive that many organizations chose to avoid it altogether.  Today’s vendors know that in order for their software to be adopted, it must be affordable.  Cloud  computing and advancements in technology have made it possible to purchase document management software without blowing the budget.

These content management trends provide an idea of what has improved and changed to make solutions more accessible to organizations.  Businesses are rejecting out dated stand alone applications in favor of integrated, user friendly solutions. Advances in document management technology is making life easier for organizations in every industry. In today’s world the need to partner with highly competent organizations such as Konica Minolta becomes essential to the success of any Content Management experience. Contact us today for a demo.

Tags: Document Management, Paperless Office, ECM, Workflow, Smart Process Applications

Justifying Your ECM Solution With A Fast ROI

Posted by Dan Termale on Thu, Mar 16, 2017 @ 09:20 AM

ROI - Three Arrows Hit in Red Target on a Hanging Sack on Natural Bokeh Background..jpegIn life there are principles and laws of nature that we follow when we’re making big life or personal financial decisions. Before we head to the car dealership to buy a new car, we have most definitely spent time researching the car we like online, reading reviews and checking prices. By the time we arrive to make our final decision and purchase, we are confident that this decision is the right choice.

The same is true for every business decision or investment. There’s one important factor that needs to always be present: Whether or not that decision or investment is going to bring back a positive return on your investment and time spent. It's a fundamental principle that helps organizations with their decision-making. If you’re going to be making a large investment into your company, there needs to be a great reason for it — and it should always make your company better off than it was before while saving and/or making you money. 

Enterprise Content Management (ECM) solutions has been one of the fastest growing areas in technology for several years. Many reasons — including compliance and regulatory pressures — continue to drive the importance of ECM along with its promise of a very high ROI. The return on investment on an ECM solution is usually realized within the first 12 to 18 months of deployment. A survey conducted by the Association for Information and Image Management (AIIM), a Silver Spring, MD-based ECM association, reveals that while cost reduction is still dominant in driving ECM decisions, compliance and payback are also top contending reasons.

Businessman finding the solution of a maze.jpegDecision makers are focusing on very practical applications with clear payback. If the investment can't be justified quickly, it will most likely not get approved. A great way to determine if your organization would benefit from an ECM or document management solution is to have an ROI profile completed. This profile will tailor the ECM solution to your company's exact needs and requirements, and it’ll tell you your cost reductions, annual savings, and also your payback and return. If the ROI does not tell a good story, then maybe that solution isn’t the right fit for you. Most of the time the ROI profile will serve as a rude awakening on how expensive your paper-intensive manual business processes are and will make you say, "Why didn't we do this a long time ago?" 

It’s important to explore ideas and to clarify the ECM ROI opportunity from a technology, business and change management perspective. Though ECM can be a complex topic, it doesn't have to be a painful process; it actually can be an easy, smooth transition if done correctly.

If you would like to get an ROI profile on your company or organization, or maybe just get some more information, please click this link to contact us!

Tags: Document Management, Paperless Office, ECM, Workflow

Hyland’s OnBase Named Leader in the Gartner Magic Quadrant for ECM

Posted by Cindy Bialy on Thu, Dec 08, 2016 @ 02:45 PM

dreamstime_12437534.jpgWhen evaluating technology, the Gartner Magic Quadrant is an unbiased source of information about technology vendors and their offerings. Shifting business requirements for digital content and new technologies are changing the ECM market. This Magic Quadrant analyzes these dynamics, their impact on ECM vendors and their implications for application leaders in charge of content management. Hyland’s OnBase – a Konica Minolta offering – was named a Leader in the 2016 Gartner Magic Quadrant for Enterprise Content Management (ECM).

Gartner, a leading information technology research and advisory company, issues this report annually to provide greater insight to who the market-leading technology vendors are and their ability to execute on their product and service capabilities. This is the seventh consecutive year Gartner has designated Hyland as a Leader for its OnBase enterprise information platform. Hyland’s cloud-based sharing solution, ShareBase, is cited in the report for the first time.

Konica Minolta uses OnBase to provide its customers with an effective enterprise information platform for managing content, processes and cases, combining ECM, case management, business process management (BPM), records management and to capture functionality on a single platform. ShareBase by Hyland is leveraged for its cloud-based file sharing, securely connecting people, processes and cases. When used in conjunction with OnBase, sharing content becomes an automated part of business processes for organizations within a wide array of industries — including healthcare, government, higher education, financial services and insurance.

What defines an Enterprise Content Management (ECM) Leader?

293563_0001.pngGartner defines “Leaders” having the highest combined scores for “Ability to Execute” and “Completeness of Vision.” Gartner states that ECM Leaders drive market transformation as well as demonstrate:

  • Enterprise deployment
  • Integration with other core business applications and content repositories
  • Social, cloud, and mobile capabilities
  • Vertical and horizontal solution offerings

As the ECM market continues to mature, the report states that user experiences will become more personalized. Hyland was selected as a leader because of its flexible, innovative solutions and exceptional customer service.

Interested in exploring how OnBase can help you to manage your documents and help you to go paperless? Contact us now.

Image Source: Gartner (October 2016)

Tags: Document Management, Paperless Office, OnBase, ECM, Workflow

Document Management Software Will Improve Your Business Workflow

Posted by Alyssa Anderson on Mon, Oct 24, 2016 @ 01:58 PM

dreamstime_l_42750009 (3).jpgDid you know, that approximately 65 percent of companies could not stay in business if they had to be closed for a week? Research shows that less than 5 percent of companies are truly prepared to endure setbacks in operation. What’s your plan if disaster strikes? Could your company recover? Whether fire, flood, or natural disaster, it’s important for organizations to have a disaster recovery strategy in place to achieve business continuity.  

Document management software provides a secure back-up plan that can strengthen any company affected by disaster and get a business running again. Implementing document management into your recovery plan will keep business moving by ensuring these three essential components remain intact:

Security ̶  Losing a lifetime’s worth of documents and data is any business owner’s worst nightmare. Document management software keeps your data together in a secure area, with robust user-based security, keeping records accessible only to the appropriate employees. With a Test Server in place, administrators can confidently test all aspects of their document management system outside of their production environment as added insurance for the safeguarding of day-to-day document activities.

Compliance ̶  Depending on your industry and the types of documents you work with, compliance requirements can be complex as well as stressful. Any errors could lead to fines, loss of licenses and even criminal charges. However, with document management software these risks are eliminated. Document history can be logged through in-depth audit trails, giving managers a timeline of views, modifications and workflow. Records retention schedules can be automated and notifications can be sent to make sure all document deadlines are met.

Efficiency ̶  Information sharing, collaboration and efficiency is greatly increased with document management software. Cloud-based document management allows you to access your files from any mobile device, tablet or laptop, eliminating delays in production.  Your documents are secure, backed up and always available so that business can continue as normal and work doesn’t need to stop.

dreamstimemaximum_36608398 (4).jpgMaking sure your company has a business continuity plan is critical. With document management software you can be sure your business is securely positioned for any unanticipated event or natural disaster, keeping your business intact and profitable. Give your business that safety net it needs by implementing a document management solution today! These solutions are tailored to your specific business size and type. Learn more about our SMB solutions and Contact Us with any questions you have!

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

Salesforce and OnBase: Do They Integrate?

Posted by Cindy Bialy on Wed, Oct 12, 2016 @ 02:35 PM

shutterstock_177469232.jpgIf your organization uses Salesforce.com, then you already know that Salesforce is a powerful tool that can drive revenue and help your organization to provide a positive customer experience. Where Salesforce falls short is handling all of the files and the documentation that comes with managing:

  • Accounts
  • Contracts
  • Sales & Marketing Documents
  • Quotes
  • Cases

Konica Minolta recognizes the need to integrate enterprise content with customer data in Salesforce. Integrating Salesforce with an Enterprise Content Management (ECM) sollutions like OnBase has facilitated the bridging of that gap.

What makes the integration between OnBase ECM and Salesforce such great complementary solutions?

  • Salesforce handles data driven workflows very well and OnBase handles document driven workflows really well. These two strengths complement each other. By integrating documents and document-centric workflows handled by OnBase with Salesforce data, productivity and efficiency is maximized across both systems, and Salesforce users will have a more well-rounded perspective of their accounts, cases, leads and contacts.
  • Salesforce is not a content management tool. OnBase by Hyland Software is. Salesforce comes up short when managing documents and customer content in Salesforce. Salesforce does offer various ways to upload, files, content and attachments; however, these tools function in very disparate ways. As an Enterprise Content Management (ECM) tool, OnBase handles this content with ease. Integrating OnBase with Salesforce makes use of the best of both platforms.

dreamstime_xl_41184159_2.jpgWhile Salesforce and OnBase can both operate independently and quite effectively on their own, combine their functionality and it’s a match made in heaven.

What are the benefits of integrating?

  • Eliminate switching between screens to find the right information –Users gain instant access to related content stored in OnBase without leaving Salesforce.
  • Ease the transition to new software –Because users can access OnBase content directly from Salesforce, training is minimal. User acceptance also increases because staff can access needed content from the familiar applications.
  • Reduce manual data entry – OnBase can instantly update your Salesforce as soon as it receives information and, in turn, Salesforce can update the information stored in OnBase.

The Highlights

  • Streamline administrative processes associated with filing, storage and retrieval of documents
  • Eliminate manual key entry and increase data accuracy
  • Increase customer service levels with direct access to documents from Salesforce screens
  • Gain visibility into authoring and review processes with automated notifications and escalations

If you would like to learn about implementing an ECM solution to integrate with your Salesforce solution then contact us! We’d be happy to help.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow

Integrating Square 9’s SmartSearch with Salesforce – The Perfect Match

Posted by Cindy Bialy on Wed, Oct 05, 2016 @ 11:40 AM

salesforce_logo.pngIf your organization uses Salesforce.com, you already know that Salesforce is a powerful tool that can drive revenue and help your organization to provide a positive customer experience.

Where Salesforce falls short is handling all of the files and the documentation that comes with managing:

  • Accounts
  • Contracts
  • Sales & Marketing Documents
  • Quotes
  • Cases

square9-logo.pngKonica Minolta recognizes the need to integrate enterprise content with customer data in Salesforce. Integrating Salesforce with Square 9’s SmartSearch has facilitated the bridging of that gap.

What makes these integrations between document management and Salesforce such great complementary solutions?

  • Salesforce handles data driven workflows very well and Square 9 handle document driven workflows really well.
    • These two strengths complement each other very well. By integrating documents and document-centric workflows handled by SmartSearch with Salesforce data, productivity and efficiency is maximized across both systems and Salesforce users have a more well-rounded perspective of their accounts, cases, leads and contacts. 
  • Salesforce is not a content management tool. Square 9’s SmartSearch is.
    • Salesforce comes up short when managing documents and customer content in Salesforce. Salesforce does offer various ways to upload, files, content and attachments, however, these tools function in very disparate ways. As an Enterprise Content Management (ECM) tool, SmartSearch handles this content with ease. Integrating SmartSearch with Salesforce makes use of the best of both platforms.

While Salesforce and Square 9’s SmartSearch can both operate independently and quite effectively on their own, combine their functionality and it’s a match made in heaven.

How does the integration work?

shutterstock_203618407-1.jpgAs paper documents are received, they can easily be scanned into SmartSearch directly from Salesforce. A custom button placed on a detail screen, can call SmartSearch’s core web scanning capability, retrieving on screen account information for indexing. The scanned document along with the captured data can be previewed for accuracy and easily filed away, which will eliminate paper storage and simplify retrieval. For users that may not have access to Salesforce, SmartSearch picklists can be synchronized with Salesforce data sets, such as account numbers or names. When indexing documents from SmartSearch, live data from Salesforce will be available to help the user streamline the indexing process and eliminate manual key entry. 

Document retrieval can be initiated by a custom button on a detail screen. Users simply click the button and screen information such as the account name or ID is passed to an integrated search, which will retrieve any applicable documents the user has access to. From there the documents can be viewed, printed, emailed or annotated.

shutterstock_87259876-1.jpgFor authoring processes, such as contracts, SmartSearch has a built in revision control engine that creates a new version any time a change is detected. Users involved in the contract authoring process can easily review previous versions to help with their decision making. Work XChange, the workflow engine in SmartSearch, can deliver proactive automated notifications of an impending deadline, to ensure due dates are never missed and milestones are always hit.

The Benefits

  • Streamline administrative processes associated with filing, storage and retrieval of documents
  • Eliminate manual key entry and increase data accuracy
  • Increase customer service levels with direct access to documents from Salesforce screens
  • Gain visibility into authoring and review processes with automated notifications and escalations

If you would like to learn about implementing an ECM solution to integrate with your Salesforce solution then contact us! We’d be happy to help.

*Salesforce logo courtesy of Salesforce.com

Tags: Document Management, Paperless Office, ECM, Workflow

The Impact of Document Management Software: Reinventing The Accounts Payable Process

Posted by Alyssa Anderson on Thu, Aug 25, 2016 @ 11:57 AM

shutterstock_195700796.jpgEvery business has invoices to pay. Whether you have one clerk or a team of 20, the Accounts Payable (AP) process is universal and one of the most heavily stricken by paperwork. The constant influx of invoices, purchase orders and packing slips can seem never ending, one pile after another. Even worse, managing paper-based documents can drive up costs and create inefficiencies in daily performance. From fraudulent charges, to missed deadlines and double payments (yes, I said DOUBLE), the best way to ensure your invoices are paid properly is by taking your AP process digital.

I get it, change is hard. But no company wants to mismanage their financial data. Handling nearly all payments outside of payroll, AP departments need structured processes to prevent the common mistakes bound to managing paperwork. Document management software not only helps organize your AP department to operate more efficiently, but also provides advantages in productivity and collaboration, all while saving you time… and money! What’s not to love? Let’s take a closer look at how document management software reinvents paper-based accounting:

shutterstock_161091365-1.jpg1.) Automate Invoice Approvals & Payments - Paper-based invoicing can lead to delays if someone is unavailable or out of the office, causing missed payments and an increase in costs. Even dropping an invoice on an associate’s desk is at risk of being thrown out, lost or viewed by the wrong eyes. With document management software, your invoices are secure and yet always available from the convenience of your workstation. Out of office? No problem. Users can view digital files and start the approval process from a laptop, tablet or smartphone – and no one will even know you’re still in bed! Alerts can also be set up to notify users when new invoices are ready to be reviewed and approved, automatically sending the documents in question to the appropriate recipients. Additionally, much of the main focus of AP departments is on the three-way match. The key to getting an invoice approved quickly is validating that you received what was intended to be purchased, and that the terms and amounts match the invoice and original PO. Document management software keeps files organized and accessible for instant matching.
2.) Data Entry: Visibility, Productivity & Accuracy - What was that PO Number? How many pens did we order? Where is our package? With document management software, questions like these are a thing of the past. Search via index information, body text or even date range. Special characters can also be used to further filter results. Voila! Document management software lets you find what you need when you need it. But let’s go back. Before we can search for a document, we need to capture it. Manually entering paper invoices can lead to entry errors and data loss. Document management software allows users to capture the necessary data through Optical Character Recognition (OCR). Place a stack of paper invoices on your office equipment device and move on to tasks of higher importance. Built-in OCR capabilities will scan each document individually, grabbing all of the key data and automatically filing into “Archives.” Set, scan and forget – OCR does the work for you.
shutterstock_110459051-1.jpg

3.) End the Constant Compliance Worry- Do you know if business rules are being enforced? Are you prepared to prove your company’s in compliance with the SEC, FINRA or ESIGN regulations? Document management software can help your business tie together all the important documents needed during an audit. Purchase orders, delivery receipts and check images can all be instantly and digitally available to anyone with user-based permissions. These features can also help manage compliance risks by controlling policies and having a quicker response time to legal or regulatory actions. What about protection? Monitoring signatures and irregularities makes it hard for companies to protect themselves from fraud. But digital approvals identify which user took action and creates a reliable audit trail that can be easily used and viewed, validating the history of each and every document.

Paying your vendors on time is critical to the success of your business. Whether your company is big or small, with paper-based accounting methods it can be hard to keep track of where everything is located and what has been fulfilled. A paperless solution could prevent all of the issues that AP departments face, while keeping processes structured and well managed.

Learn how real document management users have streamlined AP tasks at significantly lower costs. These solutions are tailored to your specific business size and type. Learn more about our Document Management solutions here and Contact Us with any questions.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, accounts payable

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