Category: Storage Technology

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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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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