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There are a multitude of benefits to justify a Document Management System. Click here to see which ones resonate most with you.
Technology has made scanning paper documents easier these days. There are serious limitations to consider if planning to only scan to a PC or server, rather than an actual database.
Looking for a more technical explanation of what a Document Management System is?
As a document management and a content management system continues to become more popular, they have become a must have in some fields especially those in very litigious environments.
Check out this easy to understand illustration of how a Document Management System works.
Fast track basics of what, why, how, and who.
Since 1994, our customers (including the Department of Defense with thousands of users) have enjoyed the simplicity and affordability IMS offers. You, too, can experience this simple-to-use database and our top notch support.
Employment history, applications, letters of recommendation, and medical records are just a few areas out of up to a hundred separate pieces of documentation concerning each employee. HIPPA compliance, confidentiality, detail, accuracy, and trust are all important aspects in communicating and managing employees and their information. Some environments require upper management to view particular documents concerning an employee, while confidentiality is still of highest concern.
Would it be helpful to allow upper management access to only some employee information with strict guidelines to avoid tampering, duplicating, or sharing information? Would it also be helpful for upper management to be monitored and restricted to information without using your time and energy? Would it also be nice to place document retention rules per document/employee to automatically be destroyed within pre-determined time frames without, again, using your time and energy?
Does your office maintain records for multiple locations all in one central environment, or are there shared documents within multiple locations?
Does it allow user permissible rights to upper management to view particular documents, from any computer on the network and/or web?
How often is a confidential document misfiled within non-confidential documents? How often is a document lost or stolen? How much time is spent before giving up an exhausting search for a missing/lost document? Do you have any computer-generated files that are printed only to be filed in a filing cabinet or simply filed within a secure folder on the network? Would it be helpful to have only one image of this file or just the file itself managed within one repository?
Helping us understand your world and your greatest concerns will help us help you achieve the highest level of security and information access possible. When the pressure is on to improve costs and staff, even the Human Resources (HR) efficiencies department comes under scrutiny.This means a growing number of tasks have to be handled by fewer employees. In addition, meeting the latest legal requirements is a very critical aspect that also adds to a department’s work and document pile. Answering these questions would most certainly lead you to a path to implementing a HIPPA compliant software based document and file storage/management system.
Communication: Questions from employees, management, and colleagues from Accounting can be immediately answered thanks to IMS. The time previously needed to research and return calls is eliminated.
Improved Productivity: From recruiting to mentoring, promotions to salary calculations -- all of the processes handled by HR become more efficient. Employees feel better supported, and management is aided daily by IMS to make better-informed decisions. Improved job satisfaction is the natural result.
Highest Security: IMS can allow for even the system administrators to have denied access to HR related information. Privacy laws could not be more in compliance when considering paper documents, computer files, and emails that need to be handled with the greatest of care. With the growing number of electronic files and paper documents stored in multiple locations, it is becoming more and more challenging to preserve control.
Administration Support: Personnel files include documents such as resumes, application letters, contracts, transfers, promotions, evaluations, report cards, goals, training certificates and much more. To provide employees with the best support, it is crucial to have access to all this data quickly. Whether it’s for a transfer, promotion, legal dispute, or annual goal setting, this information is critical. In many companies, HR staffers spend much of their time managing paper. Working with paper documents is not only inefficient – it’s a waste of critical time.
|How does IMS work?|
|What is IMS|
|Database vs. Server|
|Illustration of IMS|
|IMS - SMALL OFFICE 4.0|
|IMS - ENTERPRISE 4.0|
|IMS - CLOUD|
|College & University|
|Schools & Districts|
|Law Office or Legal Firms|
|State or Local Government|
|Records Management (continued)|
|Service - Support|