Your Document Management Knowledge Center

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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3 High Value Ways to Use Document Management You May Not Know About

If you’re using a document management or enterprise content management system only to organize and retrieve documents, then you may be overlooking a huge range of other uses that can make your company run much more efficiently.

Here are 3 initial examples of high value uses you may not know about:

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Increase Workflow Efficiency by Organizing Your Documents

When properly managed, documents enable and support an organization’s ability to complete its work and fulfill its mission. However, as documents move from person to person they have a tendency to get misplaced and mismanaged. Eventually, documents will go missing and tasks will fail to reach completion – bringing the organization’s workflow to a halt.

It’s important that a systematic approach is taken when managing documents. Without it, employees and departments are left to determine how they’ll handle and store documents on their own (and they won’t always make the smartest decisions). Additionally, not effectively managing documents can put an organization at odds with state and federal laws and regulations.

Introducing and maintaining a companywide document management process will increase workflow efficiency and make your organization run smarter. Accomplishing this starts by getting your documents organized.

Here are 2 steps to organize your documents:

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3 Reasons You Need a Password Policy to Secure Your Information

Anytime a system gets hacked the first thing we’re told to do is “change your password”. Following through with this advice is a smart move since it prevents stolen information from being used to gain access to users’ accounts. However, there is a challenge that arises in implementing this solution: the user.

While most large scale security breaches are from external attacks, the user of a system can create large and devastating security vulnerabilities. These largely stem from how users implement your system’s password requirements and their own bad habits in creating/managing their passwords.

The bad habits of your users can come back to haunt you, especially if it endangers your organizations legal obligations. Recently, the US Department of Health and Human Services fined “New York Presbyterian Hospital and Columbia University Medical Center $4.8 million for the disclosure of nearly 7,000 medical records because of lax technical safeguards” (Boston Globe).

Weak passwords make hacking easier. Ask yourself, “Is not having a password policy worth being fined over?” No, it’s not. If your organization handles documents and information that needs to be secured and stored electronically then you should begin implementing a password policy. 

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