Category: Document Management

What Electronic Document Management System Means

An electronic document management system (EDMS) is a software system for organizing and storing different kinds of documents. This type of system is a more particular kind of document management system, a more general type of storage system that helps users to organize and store paper or digital documents. EDMS refers more specifically to a software system that handles digital documents, rather than paper documents, although in some instances, these systems may also handle digital scanned versions of original paper documents.

 

Techopedia gives a detailed description on what exactly electronic document management is and what it means to store large volumes of digital documents. Click here to read the full report!

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What is Digital Asset Management (DAM)?

“Digital asset management (DAM) is a business process for organizing, storing and retrieving rich media and managing digital rights and permissions. Rich media assets include photos, music, videos, animations, podcasts and other multimedia content.”

Join Jonathan Gourlay from TechTarget for a robust breakdown of what exactly DAM is and why it is so crucial to understand the strategy behind software that saves your organization time and money. Jonathan provides interesting use case examples to further inform your business approach.

“Use cases:

Anyone who needs to optimize digital asset workflows needs a digital asset management system. Marketers can grow their brands and increase brand consistency with a DAM system. Designers can use DAM to optimize their workflows by being able to quickly search for files and repurpose assets. Sales teams can have up-to-date materials and resources anytime and anywhere. Agencies can use DAM to keep all of their creative files organized, enabling for faster turnaround times. And distributors can optimize their delivery process”

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5 Steps of Efficient Record Management

Keeping records straight is not just good business practice – it is critical to maintaining a productive, functioning company. Having a proper record management system is the foundation which supports business intelligence and the ability to make data-driven decisions which alter the bottom line.

However, businesses are seeing more and more data, such as paper-based documents and digital records, flowing through their core. In other words, keeping track of all of these documents has become a full-time job.

document management strategy can provide the tools businesses need to keep record management streamlined and in control. Document management solutions rely heavily on workflows to deliver the correct data to the right places. Due to the various ways this can be done, organizations should consider making their records management processes more effective by analyzing it in the context of a document’s lifecycle. Here are five ways to make that happen.

Make document management system more efficient

1. Leverage automation to identify important information

Not all documents are records. Depending on the business, documents such as rough drafts and duplicates do not require the same storage and information management. Likewise, it’s time-consuming and impractical to read through every document for necessary information. It’s essential to leverage automation such as keyword scanners or auto-detection, to identify critical documents and clearly define what document information is important and what constitutes as a record.

2. Integrate devices to assist with document capture

There are many different methods of ​collecting ​document information and records because there are various document sources (scanners, mobile devices, multifunction printers/copiers, etc.). Many offices today rely on ultra-efficient multifunction printers which are capable of performing numerous actions on the same device. Likewise, these devices typically come with software which integrates the printer with the rest of the office workflows.

Click here to read the entire list of steps towards efficient record management or just stay here to solve all of your record management needs. .

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Best Practices – How to Keep Documents Safe

Developing a system to enable you to store and organize all essential document matters properly. If done properly, it will greatly reduce your stress and anxiety levels. It also helps you to maximize your time while allowing the business to thrive.

Online Document Scanning and Storage

Document scanning is another way to secure your documents, regardless of whether they’re personal or business-related. The digitisation of documents is the way to go for businesses looking to increase efficiency and protect them from natural disasters and fires.

Importance of Digitising Your Documents

Business records and other important personal documents being digitised greatly helps save time during retrieval, reduce storage costs, and allow global sharing. Furthermore, such documents can easily be tracked to measure compliance with security protocols. Scanning documents guarantee that the organisation has a scalable record information management solution. 

Common advantages that come with digitisation include:

 1. Protection from Water and Fire Damage

It’s impossible to anticipate a flood or fire damaging your business or home. Whenever such a disaster strikes, you’ll only have a few minutes to get to a safe location. Digitising your records and other important documents ensures you’ll have access to them at all times.

 2. Increase Efficiency

Your team will routinely get slowed down every time they have to locate or retrieve essential documents physically. Keep in mind the documents can also get lost or be misplaced. By scanning and storing important documents you are cutting down the document retrieval process to a few minutes this guarantees there won’t be human errors. 

 

In addition to online document storage, head over to the dailyharold to read more on different options for keeping your document safe like using a paper shredder or external hard drives. You can also head over to our solutions page. Everything that we do is with safety, privacy and security in mind so you can feel safe uploading your documents to ScanSearch while we index the rest!

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Medical Document Management Market Share Set to Reach USD 774.5 Billion by 2016 – Reports and Data

Increasing adoption of health information management systems and electronic medical records systems, Growing needs to curtail healthcare costs as well as need to minimize the use of paper, and the need to increase clinical efficiency are key factors contributing to a high CAGR of medical document management during the forecast period.

According to the current analysis of Reports and Data, the global Medical Document Management market was valued at USD 334.5 Million in 2018 and is expected to reach USD 774.5 Million by the year 2026, at a CAGR of 10.4 %. The systems eliminate paper-based processes like record management in the health care sector. The system involves the database of patient’s information related to health in clinics and allows doctors and administrators to make well-informed choices in treatment for particular injury and hospitalization procedures. Using the document template utility, medical offices can plan and deploy customized solutions that enable them to customize to their needs. Text templates can be set up for patient information sheets, lab results, prescriptions, and any other type of text that may be looked-for. Each document template allows for several user-defined fields that can assist with indexing and searching. For example, a lab-result text template may consist of a patient id field, a date field, and a lab name field.

The Research Report conducted by GlobalBankingandFinance.com reports key players in the Medical Document Management Systems market are 3M Company, Allscripts Healthcare Solutions, McKesson, Epis Corporation System, Athena Health, Cerner Corporation Siemens, Among others. They also report that the cloud-based system is “expected to witness lucrative growth during the forecast period 2019-2026 with a CAGR of 10.1% owing to the low-cost installation, implementation, and set up of these systems.”

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Lawyers, Be Tough Customers When Purchasing Technology

Lawyers, ask yourselves:

Can I ethically connect my work laptop computer to an unsecured public Wi-Fi network?

What data security measures are in place at the technology vendors that store and process my clients’ confidential information?

Do the software applications that process my clients’ confidential information have the latest security updates?

If you don’t know the answers to these questions, there’s a strong likelihood that you’re violating the ethical obligation to “make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.” [ABA Model Rule of Professional Conduct 1.6(c)] That’s because the duty to make reasonable efforts to prevent the disclosure of client confidential information necessarily includes (1) the duty to understand the confidentiality implications of each technology used in firm operations and (2) the duty to make inquiries of all technology vendors to ensure that their cybersecurity practices are sufficiently robust to protect client confidential information. Lawyers who fail to carefully vet technology vendors are already failing their clients from a professional ethics standpoint.

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Enterprise Document Management Systems

The Department of Natural Resources and Environmental Control (DNREC) is implementing a new Enterprise Document/Content Management (ECM) system. The new system will provide a standard, Department-wide approach to document management.

With the new systems put in place, delaware.gov has put together an effective overview/case study on past successes when it comes to ECM’s reducing requests and enhancing work days state wide. This new system allows for central storage and retrieval of documents and information. This system will connect with the DNREC website so these documents are publicly available anytime and anywhere. This is the future of Enterprise Document and Content Management!

Click this link to read delaware.gov’s entire report and see case studies of these systems implemented on past projects. Let us know what you think!

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Immutable storage: What it is, why it’s used and how it works

When data files must absolutely, positively remain forever unalterable, immutable storage technology is one affordable approach to consider.

Sign in the read techtarget’s entire article on the basic ideas behind immutable storage and how it remains completely static in the process.

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