Six Document Management Features You Can’t Go Without

January 27th, 2014

Document management is an important objective for any company, particularly in industries with strict compliance measures requiring fast and frequent access to digitized archives, reports and other records. But with so many options for document management software, scanners and other tools, how can you be sure your strategy is sound?

 

Here is a list of features you need for effective document management:

 

  • Businessman with red umbrella under huge wave of documentsPowerful Search: Whether you’re using a customized document management solution or an “off-the-shelf” program, it’s important to be able to search for and find exactly what you need – whether it’s text or OCR (optical character recognition) – and no matter what the content type.
  • Revision History: Your program should preserve all versions of a document while also providing instant access to the newest version of the file. This ensures that all iterations of the document are preserved, allowing you to quickly find or roll back to earlier versions.
  • Retention Rules: The ability to define document retention and disposition rules is an important part of any document management system. Such rules reduce operating and storage costs and minimize the legal risks of keeping unneeded documents or destroying necessary files.
  • User Access Controls: Access controls allow you to define which users and departments can view which types of documents. For example, you may grant permission for your HR department to view salary and benefits information while restricting access to such files to other employees. This is important, as role-based document access provides the right permissions to the right employees while safeguarding sensitive or confidential company information.
  • Seamless Import Capabilities: Your program should offer importing features that allow users to add folders or individual documents quickly and easily using standard operations like copy-and-paste, drag-and-drop or right-click and select. A good system will allow you to import files by the hundreds or one at a time while retaining content hierarchy of folders and subfolders. Importing also should give users immediate access to documents and allow them to save new versions in real time.
  • Integrated Workflow Options and Routing: Workflow options allow you to design, manage and support document workflows, improving efficiency by automating and speeding up business processes. A good program will give you the tools you need to create predefined workflow rules and parameters, even with the most complex processes, as well as role-based workflow security, team-based workflows, and yes-no decisioning.

 

If you’re not sure your document management program is up to snuff – or if you need to build one from the ground up – you may consider hiring a consultant to advise you on the best solution for your business, whether it’s an off-the-shelf program or a custom strategy.

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Five Steps for Successful Records Management

September 18th, 2013

Effective records management is an important function for any business, particularly for organizations that are highly regulated and must be able to access data quickly and easily. But managing records can be a complicated process, and how can you be sure your program meets the needs of your company?

 

Shelves of Hospital FilesHere’s a quick look at the five key steps for implementing a successful records management system:

 

  1. Define your strategy: What is your plan for records retention? What about records disposition? Many companies simply save every record, but this approach is costly and inefficient, particularly with paper records that must be stored and aren’t easily accessible. Determine which documents are important to keep – for legal or record-keeping purposes – and which can be deleted or shredded.

 

  1. Gain buy in: It’s critical for executives to understand industry and organization record requirements, policies and procedures. Make sure they’re fully on board with your records management strategy.

 

  1. Create a records system: Once your strategy is in place, determine your system for filing and indexing your records, whether paper or digital, to ensure easy access and retrieval across your organization. This can be a daunting task, and more and more companies are turning to records management professionals to build and implement their systems.

 

  1. Consider records preservation: What is the lifecycle of your records? While many documents are important to preserve, others simply take up drive space or clutter desktops. Develop a document preservation strategy for your company’s critical records, and consider working with a trained specialist to preserve important paper and electronic forms.

 

  1. Train your staff: Ensure your employees understand your records management strategy, policies and procedures, whether through a training program, published FAQ, or company intranet explaining the do’s and don’ts of your business’ records system. You may even consider internal audits of your staff to check for compliance, especially if your company is subject to outside audits.
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Does Your Document Management Problem Need a Customized Solution?

August 8th, 2013

There’s lots of talk about the benefits of document scanning, digital records and automated processes – and plenty of doc management software programs that claim to do it all – but what’s the document management solution for companies with complex needs that can’t be addressed with template software?

 

If your business falls into this category, read on to learn how other companies have realized the benefits of document management with customized solutions that solve their unique document problems.

 

Automated Workflow

Shelves of Hospital FilesIt seems like a tiny matter, but manual form approval can bring business to a screeching halt. This was the case for a Fortune 100 technology company that incurred significant costs when manual form routing delayed critical business processes. OptiScan’s team created a powerful workflow solution that dramatically enhances efficiency. The custom program automates the approval process with built-in rules that dictate routing, define approval parameters, designate back-up approvers and relieve bottlenecks.

 

Web-Based Document Management

Like many paper-based companies, a major Arizona pool builder found itself drowning in paper, with stacks of contracts piled high on desks and filing cabinets taking up an entire room. The issue grew worse as the company (and paper) grew larger – until OptiScan designed a web-based doc management program that immediately solved the company’s paper problems. We scanned, digitized and uploaded contracts, vendor payments, and other critical documents, and our web software allowed immediate, approval-based access to documents that once were locked away in filing cabinets.

 

Quality Documentation

In highly regulated industries, effective document management is an absolute must. This is especially true for one of OptiScan’s clients, a global security company whose quality documentation is audited on a near-daily basis. And since they’re required to provide such documentation for every single item they ship, they needed a solution for accessing and furnishing related documents quickly and easily. OptiScan’s custom program digitizes documents and stores them on the web, helping the company access quality reports, speed up processes, and improve the bottom line in a very real way.

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