Document management is a service that transitions your business to become paperless. This is a process that brings structure to your filing system but also brings security to your documents as well as your company as a whole.
Storing files in the cloud and quickly accessing them is only one aspect of document management. To fully harness the benefits you need to create a work plan that indicates where and how documents will be stored. The need for this organization is so that confidential files are kept secure and in a location accessible only by authorized users. Your client's privacy is of the utmost importance and can play a role in meeting industry compliance guidelines.
With a document management system in place, you can avoid security threats to paper documents stored in a filing cabinet. Records stored in an office have no way of telling who has looked at them or when. They are also more prone to people looking at them accidentally and walking away with confidential information.
While you move towards a paperless office some documents must be retained physically. Make sure that you are following industry standards when it comes to keeping files for a specified period. Once that time has passed, the best policy is to shred the paper file. The digital document is held secure on your cloud software and can be replicated by printing.
Your document management system also gives additional insight into who is accessing files and when. This transparency keeps employees accountable and can be used to present a case that showcases the security of your business.
For more on how document management can improve security within in your business, call us today!
2932 E. Pythian Street
Springfield, Missouri 65802
417 S. Schifferdecker Ave.
Joplin, Missouri 64804
10550 S. Hwy. 69
Miami, Oklahoma 74354
1522 Porter Wagoner Blvd
West Plains, Missouri 65775