Monday, January 14, 2013

What's Holding You Down?

By Brian Kopack

Romantically, the turn of the calendar page from December to January signifies new beginnings.  Every infomercial televangelist will have you believe you can re-chart the course of your human history in one sleep.  Start over and lose all of your bad habits.

If you bought the miracle workout DVD, mattress, food processor, whatever, stop reading now.  Best of luck to you.

Resolutions are everywhere – for businesses too.

More customers, better products, more profits.  Overcome barriers – not enough: time, money, expertise.  Same issues just different flavors. 

The word resolve comes from the Latin “to untie”.

Resolve to be free yourself and your business to move forward.

The new year is about reassessment and re-commitment.  Decide what you want to do and get to work.  Action.  More Nike (“Just Do It”) than Anthony Robbins (whatever he talks about).

No business can do everything, so the trick is recruiting experts to help.

Imaging Office Systems – we are the experts for business process improvement.

We remove barriers to business.
Monday, January 7, 2013

Tackle Your Regulatory Requirements Head-On

By Angela Childs

The first step in ensuring compliance with regulatory requirements for your company is to understand all that apply to you.  It can be a daunting task.  Regulations can be confusing and burdensome, but they can’t be ignored.  Non-compliance can be a costly mistake – both financially and legally – to your organization.

How can an Enterprise Content Management (ECM) System help keep you in compliance? 

Retention Management
You determine what documents are retained and for how long.  Retention periods can be as important as the documents themselves.  Be sure you know what’s required and for what period of time.  Put procedures in place for destroying documents at the appropriate times.

ECM systems with a retention management module can:
  • Enforce a structured retention policy for document destruction consistently across the enterprise
  • Proactively send alerts when documents are eligible for destruction
  • Minimize legal risks associated with accumulation of expired records
  • Document processes by creating an audit trail
Quick, Easy Access
Documents deemed critical can be identified as such, so that they can be archived for easy access during audits. 

ECM systems allow users to:
  • Classify documents using multiple keywords making them accessible many different ways
  • Add tools like full-text indexing to pull together relevant content, i.e., all documents with a confidentiality clause
  • Quickly assemble related documents, i.e., checks, invoices, purchase orders, packing slips without manual matching and filing
Control and Oversight
With an ECM, you can add many layers of access security making the though of storing documents on a shared drive or in a filing cabinet terrifying.  You can control document permissions all the way down to the individual keyword level.

You have the ability to track and control document revisions within an ECM along with a detailed history on who accessed, what, when.  This provides an important audit trail for your organization.

Standardizing your business processes is an important step in ensuring compliance with regulatory requirements. 

With workflow as part of your ECM:
  • Optimize business processes by providing a framework of rules to efficiently route electronic documents and data
  • Promote accountability by providing detailed auditable history to monitor security and employee performance
  • Enforce consistent business practices, reducing process variance and associated risk
  • Proactively engage users with automatic e-mail notifications so they participate in workflow when needed
  • Provide automation with configurable timers and unattended document processing
  • Ensure documents are processed most efficiently by available users role-based calendars and load balancing
According to studies, about 3% of all paper documents get misfiled and 7.5% of all paper documents end up lost or missing.  What happens if one of these lost or misfiled documents is needed for an audit?  Storing these business critical documents in an ECM  will eliminate this potential disaster.

Contact us for more information on compliance solutions.  We’ll help you tackle your regulatory requirements head-on.