You no longer see them in the break room or pop by their desk so you are missing those informal conversations where you learn more about each other and you also solve challenges that you are stuck on. It becomes easy to get disconnected. Take the time to chat with each other, you would be doing it at the office, so keep doing it now. Most teamwork tools allow you to chat, call, and even video call. Use the tools.
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Read the news, peruse the paper, review blogs and you will usually find the word compliance within minutes. You know it is more than the latest buzzword, though. It's a serious subject with severe penalties for businesses not following regulations. With that in mind, here are five things to remember when retaining documents for compliance:
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We all are, at one point or another, hoarders. Unlike the ones you see on TV, however, what we hoard isn’t directly in front of us, reminding us we’re overdue for some Spring-cleaning, but it’s equally capable of getting us in trouble with the law.
What we hoard is data—usually redundant, obsolete, or trivial. And while your logic might be sound in living by “just in case”, the longer you hold onto this data, the more susceptible you are to litigation and liability claims, as well as rising storage costs.
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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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After such a wicked winter, the first buds, blossoms and bird chirps of spring are certainly a treat: frozen noses to ambrosial aromas and frostbitten ears to sweet symphonies. Everyone knows this weather is ripe to refresh your space, but why limit the sparkle to grunt chores and junk drawers? Clean out, spruce up and organize your files with a dose of disinfecting, structure-flexing document management.
Security, Reliability and Availability of SaaS Document Management
Managing your business documents and content has never been easier. With the advent of progressively better document management software applications, you can streamline your marketing content management and enterprise content administration using a variety of hosted workflow process automation and document management programs which ensure security, reliability and exceptional document sharing and accessibility features. This affords you controlled business continuity and collaboration measures, bolstering the overall efficiency of your business.
SaaS Document Management and Security of Your Content
Unlike on-premise document management systems which could expose your data and information to an array of risks--which could result in catastrophic losses--many SaaS document management software packages safeguard the security of your business documents. You would never have to worry about the risk of data losses resulting from fire, flood or employee incidents among others.
Better still, many guarantee the confidentiality of your documents. This is because with these solutions, you can include settings defining who can have access to what type of information. This means that you as an administrator have the authority to ensure that critical business content is available only to the designated team members in your organization.
As daunting as income tax season is for individuals every year, an equally pressing and year round concern for businesses is compliance with the Sarbanes-Oxley (SOX) Act. SOX legislation was enacted in 2002 in order to mandate accountancy regulations for publicly traded companies. The Bill was passed in response to several high profile corporate accounting scandals which cost investors billions of dollars and weakened public confidence in American securities markets.
Have you seen our latest newsletter? Find out the latest exciting news in document management, including the upcoming InsideNGO conference being held in Washington DC.
