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.
Fortunately, a robust document management strategy provides the exact tools businesses need to keep record management streamlined and in control. Here are five ways to make an organization’s document management processes more effective to drive long-term productivity and success.
5 Ways to Make a Document Management System More Efficient
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.
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.
These devices enable powerful abilities such as the automatic transmission of a scanned file to electronic storage, or the creation of a fax from an email. Captured documents can quickly be sent from one part of the office to another, which is much easier for the right person to access at the right moments. Electronic storage will help safeguard your paper documents against environmental disaster and facilitate efficient retrieval of documents, unlike documents stored in numerous filing cabinets.
3. Apply Standardization and Archival Strategies for Easy Retrieval
Finding documents that lack a records management system is similar to “finding a needle in a haystack.” However, having electronic document storage does not guarantee that users will be able to find critical information quickly. With electronic document storage processes in place, it makes sharing document information between multiple users, collaborating on documents, and tracking change history possible. To get the most out of archival and document storage, implement the following strategies:
- Introduce a standardized system for naming files. It will make it easier to understand the general contents of a file based on its name, and standardized file names assist with other forms of business process automation.
- Apply a categorization system across the board. Keep everyone on the same page with where files should go, how, and in what order.
- Clearly define processes and archival access policies to enhance security. The more hands touching the archives, the more likely they will fall into disarray. Define processes and key points through which documents must pass (to be placed into or removed from) the archives. Files can be digitized and password protected to ensure that only authorized individuals have access to them.
4. Implement Tools Which Foster Collaboration
Document circulation processes typically require inputs, reviews, updates, comments, approvals, or other forms of acknowledgment from different parties or people. When this happens manually, it becomes easier for a jumble of document versions and lines of communication to confuse and frustrate users.
Conversely, a digitized collaboration platform which integrates with other document processes helps keep everyone in one place. Tools such as the cloud-based Google Docs, allow for simultaneous editing of digital records by multiple parties without the creation of extra copies. This ensures that the document stays firmly inside the extensive office workflow to keep everything efficient.
5. Ensure the Safe Disposal of Unneeded Documents
Stray documents cause digital and paper-based clutter while introducing security risks. However, with more documents existing in this digital world, it is not as easy as merely shredding unnecessary pieces of paper. Likewise, destroying records does not always mean destroying or deleting them entirely if the wrong procedure is used. Strategically archiving documents is key to controlling costs, maintaining efficiency, and enhancing security. Maximize your IT resources by determining which documents need to be safely destroyed, verses those which need to be archived. This plan will ensure employees do not need to dig through files to find the correct piece of information.
Efficient Record Management Boosts Productivity
Efficient record management is one of the best ways to increase the productivity of an office. When the document life cycle is streamlined and efficient, employees spend less time searching and managing documents and more time on high-value activities which drive long-term business.
Looking to learn more on how efficient document management software can help your business? Contact an RJ Young document process expert today to start a conversation.
Few people understand the importance of workflow efficiency better than employees in a medical office or hospital. Keeping documentation organized, ensuring sensitive data remains secure and making sure they stay HIPAA compliant are just a few of the tasks medical offices face daily. Fortunately, these practices can focus on other tasks thanks to medical office document management services.
What Are Document Management Services?
Initially, Document Management meant digitizing all of the documents in filing cabinets to make them easier to access and search through. For many organizations, the promise of automation for document capture, routing, and access remained unfulfilled with older systems. These systems were cumbersome or confusing, leaving employees to resort to old, manual processes. With recent developments in software and technology, however, document management can transform a work environment in several ways. This includes so much more than just scanning services – especially for healthcare.
Document Security & Regulation Compliance
Once documents are digitally stored, they instantly become more secure. Whereas physical copies can be picked up by anyone in the immediate vicinity, digital copies require multiple steps before they can be accessed.
Sometimes it is necessary for hard copies to be made. With the workflow solutions provided by modern document management software, medical practices can securely print hard copies of sensitive information with the use of badge swipes or codes. This provides an additional layer of security by only allowing authorized users access to health records and other patient information.
The best way to ensure HIPAA compliance is by controlling who has access to medical records. With medical office document management services, digital access for medical records can be solely provided to authorized individuals. By meeting HIPAA’s privacy regulations, compliance indeed becomes achievable.
Saving Green by Going Green
Recent reports have shown that medical practices produce over 1000 faxes per month. By opting for electronic documents and cutting out these faxes and subsequent copies, medical offices can reduce costs. These funds can then be allocated to more significant areas. These savings do not just come from cutting down on the cost of paper. Offices enjoy additional benefits due to a reduction in toner and ink cartridge replenishment, fewer equipment servicing requests, and smaller storage requirements for documents.
How Document Management Is Saving Today’s Medical Office
Studies have found that over 80 percent of doctors use EHRs(electronic healthcare record systems). Most doctors and physicians assume that their EHR software is the only piece of document management that they require. Though EHRs are a significant improvement from traditional paper practices, they can still be improved. Document Management software can integrate with EHRs that are already in place. This helps fortify security for patient information and lab results and ensures automation processes are operating at maximum efficiency.
Reducing Human Error
Even though an overwhelming majority of doctors are now utilizing electronic systems, most are still relying on paper-based documents for processes that could be automated such as patient intake forms. By holding onto these paper-based practices, sensitive documents are subject to one of the most severe threats to HIPAA compliance – human error.
The best way to reduce human error is to simplify processes and make systems more organized. Paper files allow for human error to occur more easily than digital ones. Misplacing confidential patient records is more prone to happen when files are physically stored. These hard copies can be placed in incorrect folders, which can lead to false information being relayed. By holding onto paper copies of patient data, there is also a much higher chance of being in violation of HIPAA due to the information being less secure.
Human error and HIPAA violations can be minimized when document management is implemented. By keeping all files digital, professionals can simply search the database of files to find the most accurate patient information through secure means. Additional security measures can be placed on electronic files to make sure that only approved users have access. This is a much better way to ensure HIPAA compliance than locking documents in a filing cabinet. Essentially, medical office document management maximizes efficiency by minimizing the chance of errors.
Improving Workflow Through Automation
One of the largest benefits of implementing document management can be seen in patient records. Prior to automation, medical facilities would pull patient records and fax them to provide patient information to other professionals. Due to human error and large reserves of files, the documents sent over might not be the most recent files. After an office incorporates automation into their daily practices, they are able to guarantee that the files they pull and send are the most up-to-date ones. With superior organization and search capabilities, electronic systems improve almost every single process that the healthcare industry uses.
It’s All About The Patient
Medical Office Document Management helps transform an office into a more patient-oriented organization because they spend less time worrying about documents and more time on the patients themselves.
Find Out More About Medical Office Document Management
Delivering paperwork from desk to desk, requesting written approval, manually searching for correspondence—all of these tasks are inefficient and time-consuming. Processing documents could take hours, even days and sometimes even longer to find them. Manual data entry is labor intensive and can lead to errors and confusion. Managing the accuracy and timeliness of projects is tricky, especially when multiple people are involved. In order to stay on task, you’re constantly checking in and waiting on your employees. Automated Processes help data, tasks, and documents get automatically delivered or stored to the right people at the right time.
One of the biggest challenges with digital businesses today is managing content and data between multiple business programs and applications. Not all of a company’s departments use the same programs, making it hard to collaborate enterprise-wide. Manually editing documents across different programs will ultimately lead to additional (and unnecessary) rounds of revision. Having to email documents back and forth not only takes time, but it can lead to errors, costing you more than you think.
What are Automated Processes and Workflow Solutions?
Business Process Automation and Workflow Solutions blends people and their work together into one streamlined performance, creating a strategic foundation for daily operations to take place, boosting productivity, simplifying collaboration and improving the quality of output. Beyond conventional record-keeping activities, automation has the inherent strength to handle the most complex business functions, enabling organizations to better manage daily activities. Implementing a process automation solution can transform an existing routine from ineffective to exceptional. By automating your business processes, your business can instantly improve the following communication, productivity, and efficiency.
3 Ways Automated Processes Can Help You Win
With capture automation you can scan your documents into a device, automatically extracting and indexing data from each page. That data is then stored into your electronic document management system where it is analyzed, sent to the appropriate people or third party programs, and properly archived for easy retrieval. The next time someone goes to enter customer information into the system, it is already captured and repopulated into the designated fields, eliminating repetitive entry.
Workflow automation ensures business processes are on track, reducing errors in communication. Workflows can be set up send automatic notifications to anyone involved in a project, ensuring business tasks are completed on time The built-in oversight abilities also help to better manage employees. With this feature, you can check in and see who has completed a task, and what still needs to be done. That way, you can talk to the necessary people without having to pull others away from their work.
Automation allows the data you designate to be automatically shared with business programs employees use most, through powerful integration capabilities. This type of integration ensures employees, partners and customers have access to their documents, no matter what platform they are using.
It’s time to ditch old-fashioned manual processing to become better organized and more efficient. Having the ability to map out automated business processes greatly improves communication between employees as well as productivity. Implementing these process automation solutions can also improve the credibility and profitability of any organization.
Increase Productivity with RJ Young
RJ Young provides custom document management and Business Process Automation technology solutions to businesses. These solutions help businesses amplify their productivity by transforming business processes into lean, results-driven operations.
Get started with developing a custom Business Process Automation strategy that unlocks your company’s potential. Contact a Process Automation specialist to start a conversation about your unique needs, goals, and processes.
All companies face challenges when dealing with paperwork, slowing down the flow of business information and productivity. The solution? An electronic document management system can organize and store your documents, eliminating paper-based file systems. However, in order to get the most out of a document management software investment, you need to understand that it’s much more than just digital file storage.
An electronic document management system incorporates solutions that enable your business to sustain the competitive advantage you’re looking for. Leveraging the full scope of document management can be concentrated around four solutions that will allow a business of any size to be more efficient, saving time, money and contributing to the overall growth and success of your business.
- Enterprise Content Management
To fully implement electronic document management, it is important to assess all of your essential strategic business goals. Enterprise Content Management or ECM, provides you with the solution to properly manage your content. Different strategies and tools can be implemented, giving businesses new ways of capturing, archiving, and routing document data. Customizable to meet your company needs and business problems, ECM is the primary component to eliminate inefficient paper processes.
- Document Process Mobility
In a business world that is rapidly changing and adapting to new electronic advancements, it is important to make yourself readily available. Electronic document management provides users anytime, anywhere access to your documents through smartphone or tablet devices. Files can be easily located and optimized through any web browser platform. You can also execute workflow commands, continuing the flow of business information, even when you’re not in the office.
- Business Process Automation
Replacing paper files with PDFs and digital documents can lead to more than just clearing up the clutter in the office. Business Process Automation is a solution that can make your daily processes cost-efficient, accessible and error free. Automated document workflows enable organizations to manage project tasks more efficiently by attaching business logic to documentation. Document workflows allow for process consistency, productivity level improvements and change in the dynamic of how people work with critical business information.
- Capture Workflow
Storing your documents digitally will surely keep everything organized and in one place. But storing them effectively and knowing how to find the necessary data is the key to document management. With an electronic document management system, you can not only name and categorize your documents, but also set up templates with character recognition, extracting critical information from your stored files or searching within them by keyword and phrase. Every business has important emails, faxes, scanned images and other digital records. By integrating existing office equipment—such as printers and scanning devices—you are able to capture and distribute documents and effectively control the flow of information.
While electronic document management is a solution for organizing and storing documents, it is also equipped with powerful and unique tools that streamline process performance. These value-driven solutions enable organizations of all sizes to save time, reduce cost, increase productivity and make collaboration more effective across all business applications. When evaluating document management software and the impact it can have on your organization, consider the full spectrum on how it can take your business to the next level.
Almost every business handles paperwork—from invoices, to forms, to even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. As a result, this creates storage and retrieval issues, as well as increases costs and ineffective collaboration between workers. These are challenges that any business can face, especially in areas like human resources, accounting, or any other paper-reliant department. The solution is simple – eliminate business inefficiencies in your organization today by implementing an easy to use digital storage method. Small business document management can provide countless benefits.
An electronic document management system can provide companies of any size with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. With all of your business-critical documents in one central location, the entire company gains immediate benefits.
Three Reasons Why Every Small Business Needs Document Management Solutions:
1. Increase Productivity
Focus more on the business and less on the paperwork. Electronic document management systems provide a digital alternative to paper-based workflow, instantly boosting productivity. To start, it can give business owners a look into the daily processes of each department, providing decisions makers with information on where operations are struggling. Electronic document management also improves customer service by creating a filing system where records can be found instantly.
2. Business Continuity
There’s no telling what tomorrow will bring. That’s why having an effective backup and recovery strategy is essential to any business, regardless of size or industry. Hidden through multiple levels of robust security, an electronic document management system provides that safety net companies are looking for. It can keep years’ worth of information in an additional off-site location, which is automatically updated and secure from natural disaster or theft situations. Backups can also be performed frequently to ensure all new information is secure for a worry-free recovery process.
3. Effective Collaboration
Document sharing and collaboration is made simple with electronic document management. Electronic document management systems ensure that every document gets to where it needs to be and that the wrong people don’t see it. Users can track who has viewed or modified records through a live audit trail. Users can also access business documents from any mobile device, creating stress-free retrieval and providing the option to work out of office while still collaborating with colleagues, customers or partners.
Electronic document management makes it easy for businesses to store and access files from a single, centralized location. Implementing an electronic document management system will not only save paper, time, and money, but it enables users to focus on the work that really matters.
Choose RJ Young for Document Management Software
Regardless of industry, any office can benefit from implementing document management solutions into their organization.
To learn more about how RJ Young can help increase your office’s security and efficiency, fill out a contact form or give us a call at 800-347-1955.
Document management to minimize impacts of business disasters.
Businesses continuity planning increases in importance as businesses of all sizes must recover from disasters more quickly today that in the past to meet customer demands. With the average 3 drawer filing cabinet holding 18,000 sheets of paper, significant amounts of critical business information is in jeopardy when digital document storage and back-up systems are not in place.
What is a disaster?
Businesses should be aware that many hazards they face today could results in a disaster to operations and information. Disasters born out of natural occurring events like tornadoes, floods and hurricanes spring to mind for most people. But consider the impact of widespread illness or pandemics, human-caused events such as acts of violence by people and acts of terrorism and technology-related failures or system malfunctions.
What documents are critical to digital storage & back-up?
Critical documents may be described as those vital to your organization’s survival and to the continuation of business operations.
- Sensitive to downtime
- Fulfill legal or financial compliance
- Key to maintaining market share and reputation
- Safeguard an irreplaceable asset
Examples of such documents are invoices, contracts, customer records, patient data, audit documentation, research reports, intellectual property and more. Conducting an analysis to identify critical business functions can help identify the critical business documents.
What are consequences of losing document information?
- Lost Revenue
- Delayed Revenue
- Increased Expenses (recreating documents, overtime, outsourcing, etc.)
- Regulatory Fines
- Decrease in Customer Satisfaction
- Loss of Customers
- Loss of New Business
What is document management?
Document management systems allow businesses to scan, store and manage document information digitally so that the information is accessible from any device anywhere.