Page 24 - Show Guide Digital

DOCUMENT MANAGEMENT
MANAGING A MIX OF PAPER AND DIGITAL
- SCAN, STORE AND SAVE SECURELY.

Most organisations and businesses large and small will have policies or regulations that
help determine how their business documents and records are managed and maintained.
The systems and processes that help or your computer network. administrative burden and at worst,
a business manage its documents Once digitised and indexed in a there is the risk of something worse: a
and information vary greatly; some document management system fine, lost accreditations and tarnished
may have been instigated long before (DMS), there will be features available reputations!
the introduction of any computerised that allow you to process the scanned Get the help you need to manage and
office and others may have been documents and electronic files. There protect this information and electronic
introduced directly as a result of the will be tools that allow you to annotate data. There is reliable, mature
digital age. Irrespective, these systems and mark-up documents. There document management software to
and procedures are adapted and should be workflow features that allow help you store and process electronic
redefined to cope with a mix of the old you to send documents to colleagues documents and communications and
– predominantly paper, and the new for action. improve efficiency and productivity.
– digital. The conceptual There are secure storage companies
“paperless office” has in Documents can be versioned, that can index, archive and store
reality become the “less they can be re-used and they your paper documents in secure
paper more digital office” can be securely delivered to purpose designed facilities. There are IT
as the relentless move others, indexed and catalogued. A providers that can ensure your business
to digitise everything document management system is protecting its electronic data.
marches on! also provides security: access
controls and permission features There are also niche solution
for internal and external users providers that meld the old with
DIGITISING PAPER and the all-important audit trail the new; particularly suited to those
Digitising paper is often seen as an detailing activity within organisations with a requirement to
unnecessary task for a lot of businesses; the system. keep signed paper documents and
so much paperwork is kept simply DIGITISING PAPER DELIVERS SOME a propensity to also store an efficient
because no one knows what is KEY BENEFITS AND WILL OFFER: digital version. These solution providers
important and if it should be kept at • More space and less confusion offer a variety of services and systems to
all! If you don’t know what to keep, help manage the mix of electronic and
then you’re probably safer keeping • Reduced storage costs and office paper documents:
it all! And remember, just like the floor space can be used more cost • Document management systems
electronic form, paper documents efficiently • Audit Trail & Version Control
should be protected - so make sure • Sharing information is more effective
there is a back-up copy/duplicate. and efficient • Tracking of record and document
movements
Remember the document may • Collaboration
be important and if the original • Searching is quick and easy - OCR • Scanning and electronic retrieval
document is damaged beyond optical character recognition allows services
repair it will be lost for good and search of content in documents • Invoice scanning and intelligent data
you’ll not be able to get it back! The capture
easy thing to do is convert it to a PDF • Fast information retrieval times • Data Capture, Indexing and onward
(portable document format). Most maximises working time processing
businesses have the capability to scan • Easy remote access offers flexible off-
a document and convert it to a PDF site working • Outsourced mailroom services
direct from a printer and sometimes • Increased security – remember paper • Secure off-site archive storage for
even a mobile phone! Even the simple documents are extremely vulnerable paper documents, tape archives/
receipt can now be scanned easily and to the old damage enemies: fire and backup, wills and deeds etc
converted direct on your mobile these water. Digitising ensures there is a • Legal Document Storage Made
days. So why make a differentiation backup!
between paper and electronic? • Audit trail – system and user activity • Rapid document retrieval - electronic
delivery and physical delivery of items
Many business insurers require and a document of a documents
electronic data to be backed up life-cycle • Certified document shredding and
in case of a disaster, so what’s the file destruction services
difference between this and paper? All that said, through necessity or due • Physical transfer services
Make sure your paper documents are to preference, there will be many • Expertise including advice about data
backed-up too! businesses that still will continue to protection and retention policies,
store paper!
MANAGING THE ELECTRONIC GET HELP TO PROTECT YOUR document auditing, indexing,
Electronic Document Management KNOWLEDGE BASE, THE DATA AND barcode tracking and workflow
(EDM/EDRM) is much simpler than it YOUR REPUTATION Although many companies have
may first sound. Essentially, it brings We all seem to be obliged to obey decided to ditch paper as best they
all your different business information more official rules and regulations can, there are still paper documents
silos together in to one secure central than ever before. Business is expected that need to be protected. Also, there
electronic searchable repository that to comply with the code of official are still thousands of businesses
is instantly accessible. It may contain regulations and also the specifics that still process paper and need to
your in-coming letters and out- of internal procedures. With these manage securely physical records
going correspondence, emails, other come added pressures: a forthcoming and documents alongside their
internal communications, company internal audit, an unannounced electronic counterparts. These niche
transactions, official documentation, external audit, demands to see a client solution providers offer the flexibility
financial documents, HR documents, file from years back or an invoice filed many businesses often need to
internal policy documents, health last week, a GDPR request from a help implement hybrid document
and safety policies, quality manuals, customer who wants to know what management solutions, to provide
customer records, supplier information personal information and documents custom services and secure off-site
– in fact anything that would have been you hold. Just the thought of an storage that will help a business
stored in a filing cabinet conventionally manage the mix of paper documents
audit can result in days of additional and electronic files.
VISIT DOCUSOFT ON STAND AC422 TO FIND OUT MORE

24 ACCOUNTING LIVE 2018 Headline Sponsor
2018
#AccountingLive