Find out how a Document Management System can simplify your everyday office processes.
One of the most frustrating aspects of auditing is that auditors might seek a wide range of documentation. If you handle your papers using manual techniques, you risk having your records scattered across inboxes, hard drives, filing cabinets, desk drawers, and off-site storage. If this sounds like your company, an audit is almost certainly your worst fear.
Manually combining them not only takes a lot of time and effort, but it may also make your firm non-compliant if you store them in a disorganized manner. What would happen to your firm if a document was misfiled or lost, making you and your auditors unable to access it? Non-compliance is a result of inefficient processes or employees that do not follow the proper procedures. Non-compliance with industry regulations also has substantial financial, legal, and reputational consequences.
Fortunately, there is an answer: a document management system (DMS). You won’t have to worry about an audit when you use document management software. Information is saved in a single system that allows you to track, store, index, and search your data.
Here we explain how a document management system can assist your company in being more organized and prepared for its next audit:
Clutter is one of the most significant concerns with traditional document management. Documents have a habit of becoming thrown about the workplace and winding up in places they shouldn’t be. A document management system (DMS) solves this problem by centralizing all documents.
To simplify retrieval, documents can be nested into ordered file structures. If a document is misplaced in the system, tools like OCR and robust search can quickly locate the required file. These tools can save you and your auditor hours in time. Create, capture, store, authorize, deliver, and manage sensitive documents from one central location.
You can be sure that all of your documents adhere to business regulations if you use a document management system. Using default templates and automated routing, you can maintain consistency across all of your workflows.
With business rules and workflow in place, you can rest assured that the proper procedures are always followed. Deadlines are met with approvals, reviews, and notifications escalated. These features improved productivity and accuracy while also allowing for the standardization of business processes.
Making sure all of your vital data is stored securely is crucial for compliance. Multi-layered security models are used in document control systems, allowing more configuration. You have complete control over who has access to what documents and how they are utilized. Security tools for managing role-based access, authentication, and encryption are available.
Companies benefit from the flexibility of reliable active directory management for on-site and distant devices, automatic backups, and periodic restoring, and other testing processes to assure document integrity.
To guarantee records are retained and destroyed in a timely way, compliance with federal standards and organizational policy is required. You can build a mechanism to check compliance by having a disaster recovery and retention policy in place. To comply with rules, documents can be automatically kept and disposed of timeously.
Regulations change frequently. But with KRIS’s Document Management System (DMS), record-keeping is no longer a headache. All stakeholders have immediate access to files and records, and you can show evidence of who accessed each document. Version control, extensive reporting, and audit trails are features that automatically track documents, so you can provide full transparency of your company’s documentation.