Your Document Management Knowledge Center

Am I Required To Keep Paper Copies Of Invoices?

We still hear people worried about using an electronic process for approving invoices for payment.  One of their greatest concerns is keeping paper copies of the invoices.  Someone has told them that it is a legal requirement.  We have even seen people print invoices that were sent to them electronically just to have a paper record.  We have some good news for you.  We are going to let you in on a big secret. Electronic records, approvals, and signatures are legal and have been for over 20 years. 

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Don’t We Need Those Ink Approval Signatures?

We still hear people worried about using an electronic process for approving invoices for payment.  Below are a few of them.

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Why would I want to pay my bills faster?

Seems like a simple question.  Why would you want to give your money to your vendors faster? Shouldn’t you hold on to your money as long as possible?  Well, it depends. Each situation is unique, but here are a few reasons why:

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Working Remotely - Employees View

  • Communicate with your team more often

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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Working Remotely - Managers View

A few tips for helping your team work remotely.

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Document Storage vs. Document Management

There is often confusion between document storage solutions and document management applications. How do you know which one is better for you?

In the broadest sense, online document storage can be described as a solution for companies looking for an easy way to share and access their files electronically from anywhere, at any time.

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Defensible Deletion = Better Document Control and Records Management

defensible deletionWe 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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PART I: 4 Document Management Secrets for Your HR Team

Let’s get some things straight about HR process automation:

Need some help navigating the sea of information management solutions? You’re not alone. When it comes to finding the right process automation system for your organization, you need to start by tapping into a few little-known secrets to streamline your search.

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Document Control: The Strategies and Tactics That Make It Tick

When it comes to your organization’s documents, you simply can’t rely on storing and sharing. These documents support your business operations and compliance with governmental regulations. They’re your critical personnel files and communications with team members, partners and clients. You need to go beyond storing and sharing: These bare-bones tactics simply don’t cut it anymore in our information-saturated world. What your organization needs is document control via powerful document management software.

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Document Control: Boost Business Practices & Organizational Awareness

Networks and storage drives quickly get cluttered when documents are scattered and mismanaged. Most companies ignore robust document control practices because they aren’t aware of how crucial these practices actual are to the success of their organizations. Don’t let your business fall victim to the additional time and effort wasted when you need to track down who’s holding onto (and who’s accountable for) the latest version of a file.

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