In the modern business world, we spend perhaps 30% of our time searching through filing cabinets, network servers, local hard drives, or our email inbox to find the information we need. Quite often we still come up empty-handed after an extensive search. Our data management system provides a solution to this nightmare.
What is Electronic Document (Data) Management?
Document management systems create a central repository to allocate all digitally mastered documents like scanned papers or emails. Finding a document is made easy with all the information conveniently stored in a single location.
What Does It Do?
Data management systems help streamline business processes, ensure compliance to government regulations, and facilitate collaboration and disaster recovery strategies.
Unlike a paper filing system that can only be indexed by a single field, usually by an alphabetical order or a numeric order, document management systems allow documents to be organized by multiple index fields. For example, a file can be referenced by all of the following fields: client name, account number, address, account type, and even the date the order was received. You only need one of these pieces of information to find the client file you are looking for.
Document management systems also allow collaboration between users to access a file from the same source. Using this system, multiple users can access the same document simultaneously through the EDMS (Electronic Document Management System) without creating a redundant copy of the same document. Adding a note or comment to the document becomes a snap, allowing other users to view the notes and comments from their own desktop screen as they are created.
In this age, security issues and privacy issues are a paramount concern for businesses. Apart from ensuring compliance to government regulations, data management systems also ensure that files are password protected. Any unauthorized access attempts are logged for the system administrator to review.
Document management systems also enforce a records retention program, purging all records that have passed the statute of limitations, thus reducing legal liability.
For multiple offices, home offices, or field staff, document management allows users to have remote access, giving them the ability to securely retrieve necessary information over the Internet or through a VPN (Virtual Private Network) connection.
Paper documents are always vulnerable to natural disasters such as theft or fire. Data management systems minimize that risk by allowing an offsite back-up of the paper documents to ensure continual operation of business even if a disaster strikes
ISO 27001 Information and Security Management System
Our ISO 27001 Information and Security Management System accreditation assures our customers that their data security requirements are being met at all times.
We treat information security as a priority in our business and can demonstrate reliability and trust around the management of your data. We have the ability to reassure stakeholders that a best practice system is in place.
The commitment to information security is shown at all levels throughout our organisation through a robust training system in place for all personnel.