There are several reasons organizations resort to managing documents electronically. From the business point of view, the main reasons are achieving savings in terms of costs and time, better productivity and increased efficiency etc. With more and more governments the world over passing laws favoring transparency and better management of information, achieving legal compliance has become a major reason to use electronic document management. In this blog post, we will look at 3 ways managing documents electronically helps you comply with the law.
Document management software offers you the ability to organize your digital files systematically in a range of ways. Depending upon which solution you choose, you can organize your documents into folders, by document types, assign tags, link related documents to one another, or even organize them project-wise or client-wise. Not only this, you can search for documents using various criteria or simply by their text content – much as you would search using an Internet search engine. These capabilities help you find files faster when you need to provide information to customers, government agencies etc.
A major driver of new business laws being passed concerning information security is of access to sensitive customer records. Customers share personal information like home address, date of birth, social security number etc. through forms, letters and other documents. They place their trust in your hands. It is only natural that the government expects you to safeguard access to those records. Enterprise level document management software enables you to choose who you want to share documents with and who you want to restrict documents from. You can assign various role based privileges to the users. Some solutions even offer the ability to encrypt documents. All this ensures that no unauthorized person can access documents and other records pertaining to your customers and other stakeholders.
Added benefit:As the average employee may not have access to all documents, they can manage their roles better. That’s because documents and issues not related to them are not part of their interface and therefore not a distraction. They can focus exclusively on their tasks.