Is your business still managing information manually?
In the world of records management, there are ways to make your job easier and more efficient. For example, even in industries where hard copies must be retained by law or regulation, you can still digitize to streamline these practices for future use. The day of the physical, paper-based office is over. Digital content management systems have become more accessible and easier to use than ever before. If you haven’t yet started transitioning your company’s operations over into a digital space, some key signs show it is time for an update.
You lack a records management policy.
There is no more significant way to ensure your company remains in compliance with government and industry regulations than by implementing an up-to-date records management plan. Your business is at risk without a records management policy in place – or if it’s outdated. The handling, retention and destruction of information are tightly regulated by State and Federal governments. It includes tax or other financial data and HR-related material stored on your computer at work. Companies that fail to meet the regulations may face harsh fines and penalties.
Transitioning to a digital records management system can help you mitigate risk in two ways. For ensuring that your company is following best practices for information security, you must first protect it from internal and external threats. The second way that a company can be strengthened by information security is by implementing policies and procedures. These guidelines will ensure your organization follows best practices for handling, maintaining or destroying sensitive data and information.
Your company is running inefficiently.
Are you spending ample time on manual tasks? Automate them! The transition to digital content management can help your company operate more efficiently overall while easing the current burden on employees. The success of any company relies on a robust enterprise content management system that provides digital solutions like automated workflows and intelligent form technology, which means that your organization can optimize its operations.
When you digitize manual processes, your employees can focus on tasks that require more personal attention. The benefits of using an automated system for data processing are extensive. It also reduces many errors associated with manual labor. It helps ensure that content – including documents, images or other files- is accurately processed to be used effectively in your business operations. The collaboration level achieved with an ECM and digital document management system is unprecedented.
You’re overwhelmed with paperwork.
Keeping up with the ever-growing paperwork and records your business must manage is challenging. Whether you’re storing your old documents in an office or offsite facility, the thought of converting from hard copies to digital may seem daunting.
The best information management companies will ensure a smooth transition by guiding you through the process and creating vital records for your organization. Thanks to their advanced bulk document scanners, they can handle even large-scale scanning projects with ease. A professional team will help create documents to be appropriately organized before being moved or scanned, which reduces the risk of errors occurring during storage and keeps all critical data secure from unprocessed distractions.
The future of business is now. Get on board with complete digital records management or a hybrid solution that will help take control over your company’s content.
The time for digital records management has arrived, and if your company is facing any or all three challenges, this new technology will help.
With Docupile’s records management software, your organization can work more efficiently and with greater accuracy.