Your Document Management Knowledge Center

5 Steps to a Quick, Easy Records Information Management (RIM) Audit

Sometimes, the survival of your company is riding on whether or not you can produce a specific document or file. Or whether you’ve destroyed that document or file in a timely manner. And sometimes, it’s not up to you to decide when that is needed. The more complex your operations are, the more you must adhere to industry regulations. Without a clear audit trail in place for organizations such as the HHS, the SEC, or FINRA, your daily operations could come to a dead halt, and your company held liable and subject to penalties for non-compliance.

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4 Ways You’re Losing Money Without Document Management

If you’re still keeping your papers and records in file cabinets and shared hard drives, chances are you’ve kept it that way because it’s the status quo. It’s the only method you know, and it seems to work just fine. One of the most dangerous things about the status quo, however, is that you grow accustomed to the untold amounts of money and time you’re losing.

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The Last Word on Document Management Systems (DMS) vs. Cloud Storage

One of the key recurring questions I hear from people trying to figure out how to organize their files is: “What exactly is document management?” and it’s often followed by, “Isn’t that just DropBox with more features?”

Technically, you can absolutely use DropBox (along with Google Drive, OneDrive, iCloud, etc.) to backup and store your documents. It’s a fair question, but it’s rooted in a consumer context; not a corporate context. If you want to make sure your personal photos, videos, music, and documents are safe and sound, you don’t really need a DMS. You can create and organize an intricate system of folders on any cloud storage platform.

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Improve Customer Service with Document Management

Businesses looking to gain an advantage over their competitors know that providing excellent customer service is the defining factor that puts them ahead.

They take the time and invest in their customer service systems and automate their business processes to ensure everything runs smoothly and efficiently. It could be as simple as being able to retrieve information faster than their competitors, and being able to do so doesn’t go unnoticed by potential customers.

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Increase Profitability with Accounts Payable Automation

Accounts Payable (AP) departments are increasingly expected to drive savings and contribute to an organization’s bottom line by avoiding penalties, capturing discounts, and lowering labor costs.

The most effective method for an AP department to accomplish this is through an automated accounts payable process. However, the average AP department typically uses an ineffective manual process with little to no automation.

The difference between the two in terms of cost reduction and profitability can be staggering.

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Prevent Catastrophic Data Loss from Destroying Your Documents

For businesses and organizations, there is a growing and ever present need to protect documents and information from a catastrophic data loss. Failing to do so could cause more than just a lawsuit - it could lead to bankruptcy and bring your business to an end. 

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7 Reasons to Invest In Accounts Payable Automation

On the surface, the process of an Accounts Payable (AP) department seems simple enough: invoices come in from suppliers and the AP department makes sure they’re approved, processed, paid, and documented in financial records. Unfortunately, there are two main factors that often over complicate this process - resulting in a mess of inefficiencies that weigh down the organization’s bottom line: Paper and Manual Accounts Payable Processes.

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3 Steps to Automate Your Business Processes

Automating your business processes is an excellent way to increase workflow efficiency. It can help your company streamline its communication, enforce accountability, and reduce its overall costs.

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Creating a Document Management Strategy for Your Organization

Every organization needs a document management strategy. Having one:

  • Improves access to information
  • Reduces operating costs
  • Diminishes litigation risk
  • Protects critical information

If your organization doesn’t have one, it’s time you considered developing one. Not having one puts your organization at an unnecessary risk and decreases overall efficiency. Luckily, we’ve laid out everything you need to get started with yours.

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Environmental NGO Chooses DocuVantage to Manage Personnel Documents

Trying to keep track of and manage paper documents for over 100 employees and thousands of volunteers - across 12 locations - is difficult. But it was becoming exceptionally burdensome to this environmental NGO’s HR team. Sending files to their varied locations meant duplicating, copying, and faxing large amounts of paper that quickly became unmanageable. Needing a more efficient and greener solution, they began searching for a way to go digital.

This HR team knew they needed a solution that would allow them to easily access and share documents securely between locations without adding more applications and servers for their IT staff to maintain. After considering various solutions - such as Box and DropBox - they chose to use DocuVantage OnDemand for managing personnel files and gain control of the documents critical to their organization.

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