Departmental applications

Because they benefit business units shared by almost all companies, document management solutions are used in a broad spectrum of businesses. Human resources and accounting departments, traditional heavy users of paper files, are huge beneficiaries of document management.

In addition, the Patriot Act’s requirements of immediate government access to records apply to a wide range of businesses, and ISO 9000/9001 certification efforts can also benefit from document management. Manufacturing and government are two sectors that pursue document management solutions for these broader regulatory reasons.

Any organization that wants to put more processes in place can benefit as well. Document management solutions are used to enforce naming conventions, ensure strict approval processes are followed, and generally add consistency to existing procedures. I was talking with owner of blinds company who are selling vertical blinds, roman shads product online says that document management solutions are helpful to them in many ways. It makes it easy for them to run their business with less paper handling or task issue.

Not the most efficient business plan, perhaps, but they couldn’t operate without their records. Once their document management system was in place, all they had to do was bring a laptop and small scanner with them to Anchorage, and they could still access all their records as if they were back in Seattle

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Document management solutions

The software is similar in both cases: you’ll still need security, tracking, and searching. But document imaging requires software and hardware to scan and index paper documents, while document management software is better suited for capturing e-mail and Web content.

Who uses document management solutions?
The benefits of document management solutions hinge on their ability to improve your business processes without changing them too much. While one reason to choose document imaging – that you’re drowning in paper files – is fairly obvious, there are benefits to be had across a wide range of situations and industries.

Reasons to turn to document management solutions
More and more industries are falling under the influence of legislation that requires specific procedures for record keeping. Financial services companies need to be able to prove that information is unaltered to comply with Sarbanes-Oxley; medical practices have to prove that their records are safe from prying eyes to comply with HIPPA. The legal industry also has specific requirements related to discovery, including full-text searching of massive amounts of documents.

For businesses in these more regulated industries, document management solutions are by far the best way to ensure compliance with strict security and record-keeping rules. It’s important to note that such systems only help your company become compliant, they don’t guarantee it. But, the right procedures and behaviors do. No matter how secure your electronic records are, if an employee prints sensitive information and takes it to lunch, you’re not in compliance.

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