Never Lose a Document Again Implementing a document management solution will ensure it. Having instant access to both paper and electronic documents and the explosion of data your company generates is key; and controlling who has secure access and the ability to notify your workforce of items requiring action can differentiate your business. Maintaining standards compliance and business continuity is essential in this atmosphere of communication convenience – the alternative is increased risk exposure. If yours is one of those companies that still have documents stored all over the place – on desktop computers, laptops, network drives, email, USB sticks and various consumer file sharing sites – you’re exposed! It’s practically impossible to get a 360° view of a customers’ information, collaboration is totally unmanageable. Failure to find critical documents (invoices, case files, contracts, reports etc.) quickly can impact audits and trigger lawsuits. Searching manually for content takes too long, and when the organization has multiple offices, the problem is compounded. Compliance penalties, proof of access to documents, costs of breached SLA’s can be punitive.
Our EDMS (Electronic Document Management System MaxxVault) tracks, manages and stores digital documents (Microsoft Word or Excel, PDF etc.) and reduces paper capture, storage, indexing and retrieval of image file formats and can manage any type of file format that could be stored on the network. EDMS encompasses electronic documents, collaboration tools, security, workflow, and auditing capabilities.
Many organizations have attempted to solve the physical storage issue by simply adding external hard drives, increasing NAS capacity, or adding space to file servers. This strategy may reduce physical storage needs, but it creates more serious problems for content management.Wouldn’t it be a wonder if any document you needed was no more than a keystroke away? What if you could automate critical business processes to improve productivity? What if sharing content was much easier and helped team projects run much more efficiently? Relying on paper documents — and the monumental inefficiencies and costs associated with buying, using and storing paper — is a losing proposition. And that doesn’t even take into consideration the environmental concerns. A better strategy: focus on the information, not the medium. And let Connectis assist you to automate the entire process of capturing, organizing, accessing, viewing, collaborating, updating, integrating, customizing and managing documents and records throughout the document life-cycle, from creation to destruction. Typically, systems consider a document a work in progress until it has undergone review, approval, lock-down and (potentially) publication, at which point it becomes a formal record within the organization. Once a document achieves the status of a record, the organization may apply best-practice or legally enforced retention policies which state how the second half of the record life-cycle will progress. This typically involves retention (and protection from change), until some events occur which relate to the record and which trigger the final disposition schedule to apply to the record. Eventually, typically at a set time after these events, the record undergoes destruction.