3 Advantages of Going Digital

Posted under Enterprise Content Management by Fireproof on August 19, 2016

Close-up Of Two Businessman Analyzing Graph On Digital Tablet

All businesses, large and small, need to be able to store, process and access all of their essential information to operate efficiently, and effectively serve their customers. The benefits of going digital extend past the amount of space freed up by endless rows of filing cabinets. While switching to a digital filing system is work, the benefits outweigh the burden. We have compiled a list of advantages your organization will see to help you make the leap into a digital business environment.

Continuity
Even the most secure and well-managed facility can be affected by disasters. Digitizing physical records allows organizations to protect their business from the possibility of lost or destroyed paper files. Being able to reproduce the essential physical files can help ensure businesses can pick up where needed after a disaster and lessen the stress of returning to business as usual.

Efficiency
The time associated with searching for paper or shared records can be costly. Having a centralized portal where cataloged digitized files exist can drastically increase production time and deliver information quickly and easily. Workplace studies indicate that employees spend up to 30 percent of their day searching for paper files. With specialized search options, digital documents provide fast and easy searches.

Compliance
Data compliance is standard for all businesses and we continue to see an increase in regulations, such as HIPAA/HITECH (Health Insurance Portability and Accountability Act/Health Information Technology for Economic and Clinical Health), Sarbanes-Oxley, the Patriot Act, the European Union’s Data Protection Directive and Australia’s Privacy Act, among others, affecting how organizations protect data. Digitizing physical records provides an additional layer of protection against permanent loss of data should the original physical documents become compromised.

 

 


How are You Managing and Controlling Your Documents?

Posted under Records Management by Fireproof on August 12, 2016

Spreadsheet Document Information Financial Startup Concept

Many small business employees excel in their careers. Keeping track of documents is where many could use a little more assistance, especially when appropriate work flows and processes are not in place to allow for efficient document organization.

The small cost of document management software can save a small business time the equivalent of one full-time employee. In order to improve the document lifecycle of your business, it is important to understand the difference between document management and document control.

Control vs. Management
Document management is the storage, search, retrieval, archive and safe deletion of electronic documents. Document management software enables a seamless transfer of paper to digital documents.

Document control refers to the lifecycle of the document: security, version control, review, approval and disposal. An audit trail follows the control to ensure compliant behavior when dealing with documents.

Modern document management software combines both aspects, control and management, that many small businesses require. Fireproof Records offers a variety of solutions to fit your business’ needs.  Contact our document management professionals today for more information on how to manage and control your documents!

 

 


Five Accounts Payable KPIs That You Should Be Tracking

Posted under Fireproof Records by Fireproof on August 3, 2016

Work desk with laptop computer and hot coffee cup. Top view rustic wooden table background with copy space in vintage toned.
Key performance indicators (KPIs) mean a lot of things to a lot of organizations. The same way pilots monitor flight instruments or coaches track statistics, business leaders must also rely on metrics to guide their decisions and measure their success — especially when it concerns accounts payable.

The problem is, AP decision-makers don’t always know if they’re tracking the right KPIs, and often lack the tools to do so effectively. For example, a 2015 IOFM study found that only 15% of businesses track their metrics using technology like dashboards that display key data.

This free eBook by Fireproof partner, Esker, will help your AP department reach its full potential. Download the eBook now and begin the AP revolution.

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