Manage risks by improving your document management practices
Governance and compliance
Managing and organising vast amounts of information and data is essential in today’s fast-paced business world. For example, one could leverage document management tools to improve information archiving capabilities.
Information management solutions coordinate, store, track, and control structured information throughout its lifecycle. Moreover, these systems allow businesses to streamline their workflows, reduce errors, and ensure compliance with regulations and standards.
In addition, leveraging a structured information management platform is crucial, especially if interacting with consumers or a complex supply chain. For instance, regulated industries such as healthcare and finance help ensure compliance with regulations such as HIPAA and SOX. Also, these tools provide features such as secured server access control, audit trails, and retention schedules to help companies archive decades of data in various formats.
Manage data security whilst allowing for searching and accessibility capabilities
Grow document management capabilities
Automate document handling between engineering disciplines and supply chain
Documentation is key
Document management tools enhance collaboration among teams and departments. For example, these tools allow teams to access and work on the same documents, reducing the risk of developing inconsistencies. Additionally, such tools improve productivity by automating manual tasks such as document routing for hierarchy, documenting changes and version control. Also, such systems can notify users when document edits occur.
Industries dealing with sensitive or protected customer information will depend on such tools for compliance. For example, the Electronic Document Management System (EDMS) is widely used in the UK healthcare industry, including the NHS, to manage patient records and other healthcare-related documents. Moreover, TRIM is a records management system commonly used in the UK public sector, including government agencies, local authorities, and NHS. Also, Microsoft Sharepoint is a web-based collaboration and information management platform widely used in the UK public and private sectors.
Not using a system to handle documents can lead to significant business risks, especially in regulated industries or the public sector. However, with a competent software platform, one can restore documents if errors occur (such as version control conflicts or data corruption). Also, misplacing or mishandling sensitive files leads to issues and potential legal liabilities. In addition, manual processes can lead to human errors and inefficiencies, resulting in lost productivity and revenue. As a result, most cloud service providers offer training to minimise risks associated with the above.
Some industries are more prone to risks than others, but all have access to cloud technology
Reputational damages due to non-compliance?
Leverage proven tools to simplify your operations and avoid reputational damage
Information handling tools for different industries
Check progress for commercial agreements using cloud-based tools
Cloud-based document management tools
Analyse completion reports and follow up on escalations to stay on top of your remit
We deploy document management tools
Contact us to speak with a document manager expert
Some tools may be more suitable for particular industries or workflows than others. For example, the UK market uses Viewpoint for Projects, ASite, and ProjectWise for the construction industry for document control, workflow management, and collaboration capabilities. However, bespoke software tools or open-source software will suit any niche sector or industry.
In conclusion, digital cloud-based solutions are essential for businesses to manage their documents effectively, reduce risks, and ensure compliance with regulations and standards. For example, governmental agencies will most leverage such tools to manage reputational risks.
Use the form attached to get in touch with us to find out how we can help you leverage document management tools.
