For the past several months the COVID-19 coronavirus crisis has forced many employees to work from home where they’ve generated a large volume of new documents, both as data files and as printed paper. Now that many states are lifting stay-at-home orders, employees are starting to return to their offices. Companies have to manage those documents created by their remote employees, as well and creating secure document management for your returning workforce, and processes for those employees that continue to work from home.
Creating a New Digital Workspace
For many workers, the big post-coronavirus change is that they get to return to the office environment. Other employees, however, will adopt permanent work-from-home status. According to the Gartner research firm, about a quarter of employers expect 10% of their employees to continue to work from home post-crisis; another 17% of employers expect 20% of their employees to continue working remotely.
This newly permanent remote workforce creates a raft of new issues for their employers. According to Unify Square, the top five challenges include managing remote teams, dealing with hardware and infrastructure issues, security, app access and training, and video and sound quality during teleconferences.
It comes down to the challenge of having to manage a multiple-location workforce. Some employees will work from the office, others from their homes. All employees will need access to the same data and documents, and that access needs to be both transparent and secure. In essence, an employer needs to create a new digital workspace that is not defined by physical boundaries.
Document Management in the Digital Workspace
Document management becomes a crucial component of the new digital workspace. To share documents of any type between workers in disparate locations, they must exist in digital format. One can store digital data in either centralized or dispersed locations. Team members can share it over the Internet via email, message, web conferencing, and dedicated apps. Employers can make it secure to protect against theft or unauthorized access. Team members can use it wherever they’re located.
For the digital workspace to work, all existing documents need to be digitized. It is challenging if not impossible for employees working from home to access paper documents. While employees can fax some documents to remote locations, not all employees can – and that ancient technology is slow, cumbersome, and non-secure. The better solution is to scan all paper documents to digital format, and then store those data files in a secure location with Internet access for all team members.
This type of document management also applies to other parts of the business process that rely on document processing. Take, for example, contracts or forms that need customer signatures. Instead of physically signing paper documents, customers can use digital signatures to sign electronic documents, and transmit them over the internet to store digitally. (Digitizing these processes also has the benefit of making many processes more efficient and more secure.)
When all documents are digital and accessible remotely, data security can become an issue. The digital workspace requires secure communications, secure systems, and secure storage. Some companies may require remote workers to use a virtual private network (VPN) to securely access the corporate network and resources. Other companies may utilize cloud-based solutions to facilitate secure remote access. Strong passwords and encryption should protect all digital assets, no matter where stored.
The key is to eliminate as many physical documents and processes as possible – and create a safe, secure, easy-to-use digital workplace for all remote and in-office workers.
Managing Documents from the Last Two Months
As companies reopen their offices to a returning workforce, they face the challenge of what to do with those documents generated over the past two months of remote work. Some of these documents are electronic, such as Microsoft Word or Excel files.
The electronic documents should not be a problem; they can easily be uploaded to the company’s secure server for longer-term storage. The paper documents, however, represent a true document management challenge.
The solution, of course, is document management software. Document management software allows organizations to scan, import, process, tag, and introduce critical business content into enterprise content management systems.
Another alternative is to scan all relevant paper documents into digital files. Individual employees can do this at home – if they own scanners or MFPs and if they have the time to properly do so. A better solution is to have returning employees bring their essential paper documents into the office and let a document management service handle the scanning, digitization, and storage in a secure fashion. Document management professionals have the tools and training to handle this type of bulk data capture– and to route the resulting data files into the appropriate business processes.
Companies should securely shred all remaining paper documents, of course. The document management service can also handle this.
Choose RJ Young for Your Company’s Document Management
RJ Young provides document management services for all types and sizes of businesses. With more than 60 years of experience we can help digitize documents created by your remote workforce and implement new document management processes for the digital workspace.
Contact RJ Young today to discuss document management services for your business.
Many people associate their document management system with business processes and enhancing office productivity. While they are correct, document management also serves another vital function: disaster recovery planning.
Being prepared for the future is critical to business success. From keeping pace with industry news to developing scalable business solutions, there is much that goes into keeping a company ready and responsive. Since the future does not always hold unbridled growth, savvy business owners make sure to develop disaster recovery plans for their companies.
Business continuity planning is imperative if a company wants to quickly recover and survive from a disaster. When almost half of all businesses (40%) permanently close after a disaster, no one can afford not to plan. Document management systems support disaster planning by keeping office documents safe.
Disasters and Documents: Why It Matters
Disaster planning involves preparations to resume business functions as quickly as possible following an incident or a disaster. Often, these functions occur in a modified state or may use different assets than usual. However, in all cases, the point of disaster planning is to reduce the amount of downtime a company has, thus reducing lost revenue.
All smart business owners need to prepare for disasters because a business might not have time to strategize or pull together assets in the face of (or in the aftermath of) imminent disaster. The 2018 U.S. wildfires in California caused the costliest natural disaster in the world with $16.5 billion in damages.
When people hear the term ‘natural disasters,’ tornadoes, blizzards, floods, hurricanes, wildfires, earthquakes, or mudslides come to mind, but the reality is disasters have many origins. They may be natural or human-made and not all of them come with advanced warning; regardless, your business needs to be prepared to handle them.
What Happens When Documents Are Lost?
Documents hold the vast majority of critical business information, which can make losing them incredibly damaging to a company. Losing records does not mean that a company has to backtrack to recover vital data. Unfortunately, losing important documents can also lead to:
- Permanently lost revenue
- Loss of customers or new business
- Decrease in customer satisfaction
- Fines, mainly if the lost documents held sensitive information
- Increased expenses (recreating documents, overtime, outsourcing, etc.)
- The inability to pay bills
- Additional damages if confidential information is leaked or stolen
Sometimes losing documents is not the end of the story. Consider, for instance, what happens when a hacker takes office files hostage. In a ransomware attack, a criminal steals a company’s data and encrypts it. He or she then demands a ransom in exchange for their safe return. However, even if the company pays the ransom, there is no guarantee that the criminal will uphold their end of the bargain.
Likewise, in the case of many government ransomware attacks, cities had to divert funds from other areas to pay the bill associated with that disaster. For Baltimore, that meant parks and public utilities received $6 million less for maintenance and programs in 2019.
When documents are lost following a disaster, repercussions can be wide-ranging. That is why disaster planning for documents is indispensable.
How a Document Management System Mitigates Damage
In 2018, 37,500 businesses in the US permanently closed due to disasters. Many of these businesses sustained severe physical damage to their office location. However, many others shut down due to the loss of irreplaceable business data, without which they could not function.
In these cases, a document management system might have prevented failure. Document management solutions are specifically designed to prevent the loss of business data through:
There is no worse feeling than disaster striking a business and discovering that the company has data backups – but they are two years old. In contrast, a document management system can schedule automatic backups so that a company never loses more than a few hours of work.
Centralized, Accessible Documents
Cloud solutions have become incredibly sophisticated, and they are often deployed by document management software. With cloud-based document management or enterprise content management, a company can access its critical documents even if they are forced to resume operations in a different physical location.
Having documents in one secure, digital, location means document retrieval is easier since they can be located immediately and retrieved with ease.
Digitally Converting Documents
Creating digital copies of documents prepares businesses for unexpected disasters. From natural disasters, to theft, and property damage, document management software allows businesses to recover quickly from disasters and continue operating like normal.
Document storage is always a tricky business. Filing cabinets full of paper documents cannot be hacked, but they can go up in flames or vanish in a flood. Document management systems (DMS) leverage offsite storage (usually in the cloud) to ensure documents are kept safe. Alternatively, for companies in industries that must handle paper documents, a document management system lets a company store physical backups in a secure location elsewhere instead of in the office.
Secure Your Office Documents Now with RJ Young
Document management is a valuable asset to companies for many reasons, not the least of which include disaster planning. Often, a document represents an irreplaceable asset, which makes it crucial to safeguard.
Many hazards exist when it comes to operating a business, and it is impossible to prepare for all of them. However, by implementing a solid document management strategy, a company can significantly mitigate the chances that it will become a part of the statistic of businesses that close permanently after a disaster.
RJ Young helps companies secure their documents. Get started now discussing how a document management system can help.
As millions of employees are now working from home, the need for businesses to accelerate processes in Accounts Receivable/Accounts Payable is more important than ever. Manual and repetitive tasks such as approvals, signatures, and documentation can be digitized to improve an organization through Document Management software.
Document Management & Workflow Automation Software
Document management and workflow automation software enable organizations to digitize and optimize the processes that power the core of your business. These processes might be repetitive tasks, secure and error-free filing, items that require consistency across the organization, every time.
By using document management software, your remote organization can benefit from the following:
- Users enabled to scan, import, process, tag, redact, and introduce critical business content into enterprise content management (ECM)
- Quickly locate and retrieve documents at a click of a button
- Ensure employees are staying compliant with government-regulated standards
- Enhance document security and access privileges
- Monitor and track documents by seeing who accessed, modified, or even printed
Automation Software for Accounts Payable
Invoice management is critical to the fiscal health of businesses. An automated accounts payable process will save computing resources, paper, and vendor fees from lost invoices or human error. By turning all paper documents into electronic documents, your business will be able to run more efficiently. Internal IT staff and accountants also save time when they no longer need to pull data together from fragmented sources.
With accounts payable automation software, your organization can:
- Eliminate manual data entry by capturing invoices electronically
- Reduce error and enhance transparency
- Streamline workflows by automatically routing invoices
- Schedule vendor payments and accurately forecast and manage cash flow
- Integrate with ERP and accounting systems for a complete view of spending*
- Generate reports and dashboards that provide visibility across the Accounts Payable process
- Eliminate filing cabinets that take up valuable space
*Please contact an RJ Young Specialist to inquire about full integrations.
How Docuware Helps Invoice Processing
Automated Workflows & Process Automation Benefits
The implementation of this management software allows a company to create automated workflows for common processes such as onboarding new employees, processing invoices, and handling Human Resource procedures. Process automation increases a company’s efficiency and productivity, while simultaneously saving them time and money.
Some additional benefits of document management software include:
- Saving time and space
- Accessing files anywhere
- Preventing loss with disaster recovery
Drive productivity and profit by freeing your team of manual, tedious tasks. Whether your business needs an out of the box solution or detailed office automation, RJ Young is here to help.
We understand the climate most companies are operating in right now. RJY will be offering free consulting and free extended trials of several solution packages.
Choose RJ Young for Document Management Software to Improve Remote Work
To learn more about how RJ Young can help your employees still be efficient and productive during this coronavirus disease (COVID-19), fill out a contact form or give them a call at 800-347-1955.
Download the Complimentary DocuWare Webinar
Document Management Webinars presented by Michael Gale, DocuWare
In this webinar, you will learn:
- How to work remotely – Colleagues on the road, working from home, and collaborating across offices remain fully connected.
- Accounts Payable – Digitize every invoice with intelligent indexing. Securely store for instant retrieval. Use preconfigured workflows for approval routing, or use straight-through processing, to help expedite payments and keep your team on track.
- And much more!
Check the Resources page to download the webinar.
Ask five people which department in their organization uses the most paper and there is a good chance a majority of them will say human resources. HR departments perform a quintessential function in an organization by making sure that personnel, partners, and customers always have what they need. However, HR can also prove incredibly paper-intensive in its processes. These can be slow, antiquated, and wasteful. In response, many companies are turning to a document management system for the HR department specifically.
HR can represent one of the hardest areas to reduce printing costs and paper volume within an organization, but an HR document management system can help.
Simplify and Streamline: Document Management Systems for HR
Handling paperwork efficiently has long been a challenge for companies in every industry. Paper documents are notoriously slow, laborious, and prone to getting lost. Likewise, file storage and access control present their own challenges – if someone wants to access a particular file, they must physically go to the filing cabinets. If they’re going to share documents, they either need to make photocopies or scan them to a computer.
The workflow processes in human resources handle a tremendous amount of documents. Depending on the industry, these documents can range from highly regulated medical records, to employee files and records, or documentation of training for heavy machinery. Not all of it will be ultra-sensitive, but all of it is crucial to have on hand should questions arise.
In contrast, a document management system can simplify these processes and help an office streamline its workflow. For an HR department, this makes it faster to create documents, process the ones they receive, and transmit paperwork to the necessary individuals.
An HR department can take advantage of features such as:
- Business Process Automation
- This is when automation takes over low-impact, time-consuming manual processes, like data entry or approval processes, and makes them more efficient. Overall, business process automation allows professionals more time for what truly matters.
- Artificial Intelligence
- Algorithms can “read” documents to extract valuable information, scan for keywords, or highlight anomalies in a document.
- Centralized Document Ecosystems
- With all documents in one place, the staff does not need to waste time shuffling papers between offices or databases.
The Advantages of Electronic Documents
As the business world moves faster, paper-based document processes are simply no longer practical in most offices. That is especially true in HR, where file management can rapidly become unmanageable.
In contrast, electronic documents offer:
1. Enhanced Security
Keeping personnel files secure is just as important as safeguarding customer data. Some of the most significant data breaches have targeted employee records. By protecting the privacy rights of employee files, this protects the employer from liability. An HR document management system takes advantage of digital solutions, to keep documents secure from sophisticated user role permissions to automated backups stored offsite.
The following types of records should be taken into consideration: The Americans with Disabilities Act (ADA), requests for Family and Medical Leave Act (FMLA) leave, requests for ADA accommodations, results of drug/alcohol tests, reimbursement requests for medical expenses, financial, and medical records.
2. Easier Accessibility
Ever felt the frustration of looking for a document that had been misfiled? With electronic filing, that will not happen anymore. A robust HR document management software suite deploys advanced document storage features, including:
- Standardized file names to keep organization consistent
- Advanced search functions to locate document names and content
- Optical character recognition – a type of optical recognition used by scanning software that allows the software to read the entire document. Once the document has been scanned, the text is placed at the top of the PDF document allowing the content of the document to be searched.
- Smart directory building based on rules defined by the administrator
3. Reduced Reliance on the Printers
With the department handling more electronic documents, they will spend less time printing paper documents. Printing represents one of the most significant expenses that a company has, and reducing the amount of printing a company does is one of the easiest ways to reduce overhead.
Integrating Efficiency: How a Managed Print Service Can Help
For most companies, deploying a document management system in the HR department is only part of a broader strategy to reduce printing costs. While a reliable file management strategy will reduce a company’s reliance on printers, a managed print service can help take it a step further. In addition to all of the benefits typically delivered, such a service can:
- Improve printer security and control access to ensure that only what needs to be printed gets printed by the staff with the appropriate printing privileges.
- Implement print tracking to start reducing waste (across a company or a department).
- Integrate a centralized multifunction printer with a document management system to support digital document processes such as scanning or FoIP services.
- Assist with the digitization of paper documents.
Take Control of HR Paperwork with RJ Young
For HR, a document management system is a must-have. These powerful software platforms simplify and streamline the document-intensive business processes that these departments conduct. With the right program, an HR department can enjoy a secure, accessible, centralized file management strategy that reduces its overall reliance on printers.
Reducing an office’s overhead is a common and productive strategy to remain competitive in the business world. Paper-based documents are slow, impractical, and often expensive. Amplify a department’s productivity and cost-effectiveness by transitioning to digital documents. Save time, money, and headaches with an HR document management system.
RJ Young specializes in helping companies achieve operational efficiency in all of their departments. Start a conversation today about how a document management system can boost the efficiency of a company’s HR department.
With 2020 just around the corner, it is time to eliminate those paper-based processes and move to a digital document management system. Document imaging is the practice of using equipment like scanners to take a picture of information contained in another form (usually paper).
There are many advantages to converting paper to digital files through the use of document imaging software. Document imaging plays a massive role in several critical business functions, including record-keeping, archives, and even risk management.
With the new year right around the corner, forward-thinking businesses are starting to plan for next year. From trade wars to innovative new technology, 2019 was a wakeup call across the business world. Companies are now looking for ways to adapt, survive, and thrive in whatever conditions 2020 may bring. For many, that means reconsidering the technology they are using in their office, particularly their document imaging solutions.
Here are 4 reasons your business should make document imaging a goal for 2020.
4 Reasons to Make Document Imaging a Goal for 2020
Document Imaging software is a cost-effective solution that assists with storing and managing everyday files and digital assets used in business processes. It can transform an office environment into an efficient and secure workplace. Consider making one or all of these a new year’s resolution.
1. Make 2020 the Year of Security
In 2019, the business world saw an extraordinary rise in the amount of cyberattacks. From ransomware to frighteningly clever phishing attacks, enterprise level businesses and small businesses are finally getting the message that it’s time to take security seriously. According to the 2019 Official Annual Cybercrime Report (ACR) businesses fall for ransomware attacks every 14 seconds.
Make 2020 the year of security by improving the safety of office document imaging devices and the data that passes through them. Go a step further by leveraging those devices to enhance the company’s disaster recovery and risk management strategies. Make digital copies of essential business information and keep it stored where it remains secure yet accessible, should the need arise.
For companies feeling particularly proactive, take document security a step further by enlisting the help of a managed service provider, such as RJ Young. Managed Service specialists can find the blind spots in a document management system or print environment.
2. Declutter: Digitize the Office with Backfile Conversion
Backfile conversion is the act of digitizing physical documents using a high-speed document scanner. These devices convert filing cabinets full of documents into digital images that are searchable, collated, and securely stored in the cloud. By converting your physical documents into digital format, it also provides a permanent answer for how to keep the workplace free from clutter.
Most businesses have filing cabinets full of documents that range from resumes from job seekers to bank statements and letters from legal. While companies need to keep these documents, they also take up physical space and represent a weak point in a company’s overall data security plan. Physical documents are easy to lose, steal, and destroy. Backfile conversion helps avoid all of this by creating digital files that are easily organized and available during disaster recovery.
3. Emphasize Data-Driven Decision Making
In the cutthroat business world of the 21st century, the competitive edge often goes to whoever can seize an opportunity first. On a practical level, that means a company needs to have access to its data and information on-demand, at a moment’s notice. There is no time to go searching through filing cabinets trying to find a particular folder or document. Having your business documents organized and indexed makes it easier if you were to get audited.
Data-driven decision making is the way of the future, and soon all businesses will rely on it to guide them forward. With the rise of big data, companies are handling more and more data at an even faster rate. They not only need to sift through, analyze, and store this material, but they also need to be able to use it in a business sense.
Make 2020 a year of data-driven decisions, encourage employees to take advantage of modern tools at their disposal, which document imaging capabilities support. Say goodbye to blind guesses.
4. Reduce Office Paper Usage
Despite shifts toward more digital tools, the average office worker still uses some 10,000 sheets (20 reams) of computer paper each year. Not only does that generate a tremendous amount of waste, but it requires huge amounts of resources, too. It takes an astounding 47 gallons of water to produce a single ream of paper. That’s over half the volume of a standard bathtub.
Reducing paper usage is one of the easiest – and most impactful – ways to mitigate a company’s environmental footprint. From eliminating unnecessary printing to optimizing the digital environment, make 2020 all about getting away from paper-based documents. A company can help save the planet by reducing its paper usage while amplifying its productivity with modern technology.
Improve Business with Better Document Imaging
Document imaging software can transform an office environment into an efficient and secure workplace. It also plays the role of a security guard in business processes. From capturing incoming documents to assisting with risk management and disaster recovery, having the right technology sets an office up for success. As the year draws to a close, get up to speed with the latest document imaging technology from RJ Young, and discover how it supports and streamlines the company’s document management solutions.
RJ Young is a proud provider of office productivity solutions. Whether you need hardware or software for your document needs, we’ll help you put a strong foot forward at the start of 2020.
Contact RJ Young today to learn more.
When it comes to data, enterprise-level businesses have unique needs and challenges. With multiple departments and often various offices, the usual tools will not work. Instead, these companies require a special class of information management tools known as electronic content management (ECM) software.
ECM software is a must-have for enterprise businesses, and RJ Young has recently partnered with a premier provider, Hyland, for such tools.
What Is OnBase?
OnBase by Hyland is an integrated information management solution that replaces the constellation of applications and software most businesses rely on to conduct their business, by putting all core business systems, content, and cases into one platform. OnBase helps to simplify and centralize the modern workplace.
Designed for enterprise-level businesses, OnBase is more than merely enterprise content management software. It seamlessly integrates everyday systems used by financial, government, healthcare, higher education, human resources, insurance, and legal organizations. This creates a data-driven environment with real-time access to the right information by the right people, at the right place and time.
To accomplish all of this, OnBase has four key elements. These include:
1. Workflow Automation
Using business process management software, OnBase automates workflow processes and helps manage the most critical business content. By automating rule-based decisions, it eliminates repetitive tasks and reduces the chance of user error during input. This includes making sure that documents and information get delivered to the right person, and verifying that approval processes are carried out correctly and in a timely manner.
2. Case Management
Employees in the legal and healthcare industries can take advantage of the compelling case management capabilities, which centralize and organize information for cases or to manage projects. By putting all data into one area, it makes it easier to investigate, record, analyze, and provide service to the people who matter most – patients and clients.
3. Content Management
Data accessibility is one of the defining features of a competitive business. By making data accessible with the right credentials at any time and place, OnBase helps companies enjoy state of the art security with unbridled accessibility to make meaningful data-driven decisions.
4. Web Portals/Web Forms
With the user experience gaining such importance, having organized and professional forms prevents frustration and keeps information flowing. Make sure that employees and customers always have access to the information they need. The web portals and web forms function allow companies to build an easy-to-navigate library to help get documents and forms into a customer’s hands quickly.
Why Enterprise Businesses Need ECM Software
ECM software is a valuable tool for enterprise-level businesses. These powerful platforms help such companies keep track of the array of data, forms, and tools they need to function every day.
Some of the benefits of ECM software for enterprise businesses include:
- Centralized information. Large companies deal with mass amounts of critical information, and this can prove incredibly valuable in terms of the data which the company can extract. Utilizing this information, however, is much easier when it is all located in one place rather than many discrete systems.
- Reduced expenses. An ECM encourages a company towards digital solutions, helping to reduce operating expenses over time. Whether an enterprise business prints less, loses fewer documents, or leverages more cloud solutions, reduced costs help keep a company lean and competitive.
- Enhanced efficiency. Paper processes are slow. In the fast-paced business world of the 21st century, relying on them is no longer realistic. ECM software helps employees access the information they need, when and where they need it.
- Better customer service. OnBase was built with the customer experience in mind. From web portals to more organized records, it is easier than ever to help customers get the information they desire.
- Improved risk management. An ECM like OnBase puts all of a business’s information onto one platform and makes it easier to keep that data secure. By leveraging cloud solutions for data storage, ECM software ensures that a company is up to speed as quickly as possible following a disaster.
- Tighter document version control. A large company with multiple teams may find itself confused about which documents represent the most up-to-date version. ECM software eliminates this problem by keeping track of who makes changes, where, when, and why.
RJ Young Has Partnered With Hyland for Enterprise ECM Solutions
ECM software represents an invaluable tool for companies that handle massive amounts of documents and data. Enterprise-level businesses, in particular, can take advantage of these powerful suites. RJ Young has partnered with Hyland to bring OnBase to customers with the most robust information management needs. Enjoy a holistic, integrated environment that streamlines operations, improves security, and keeps the information ecosystem visible at all times.
RJ Young has proudly partnered with Hyland to bring OnBase to enterprise-level business customers. Start a conversation today to discover if this powerful software is right for your company.
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.
4 Solutions Every Business Needs
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.
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.
Choose RJ Young for Electronic Document Management
To learn more about how RJ Young can help increase your office’s security and efficiency, fill out a contact form or call them a call at 800-347-1955.