Have you ever been in a scenario where you’re trying to find confidential documents, but you’re not sure where to look? This is a large security risk for your business, and you violate all sorts of compliance regulations when documents aren’t kept in secure places. To safeguard your documents from getting into the wrong hands, there are a lot of different software systems that people use nowadays. We advise that you use these systems because your business will be much less secure without good document management practices. Here are the consequences that come without good document management.
It’s much easier for security breaches to happen without proper file organization or if you don’t have the right software. To keep everything organized, you should label all of your sensitive documents discretely and keep them in a separate place from all of the other documents you have.
You should also have backup copies of these documents because you won’t want to lose them. These copies also must be kept somewhere safe, and you should make sure they’re easy for you to locate. You don’t want to create legal problems because your documents weren’t given sufficient protection.
According to HIPAA and the Sarbanes Oxley Act, all sensitive documents must be accessible and safe. Even if security breaches don’t happen, you could still be in legal trouble because you aren’t abiding by these compliance regulations.
Your Business Could Lose Credibility
What if you find yourself unable to show crucial documents to shareholders or your organization’s management? This can harm the credibility of your business substantially, and you’ll lose the trust of others quickly. This could make you lose your position, but you’ll still lose respect from your shareholders, even in better-case scenarios. This is why it’s always best to have documents stored on a dependable cloud-based storage system that lets you protect your files and share them with the right shareholders when needed.
Collaboration and Productivity Concerns
It’s no secret that it uses up precious time when you’re searching for documents. Therefore, your business becomes less productive the more time you have to locate the documents you need. This doesn’t even consider the possibility of forgetting to send those documents to everyone who needs them. Without proper document management, it’s much more likely that people who need certain documents won’t be able to access them.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.