Manage the creation, storage, revision, approval, processing and consumption of documents more efficiently and effectively.
Document management systems turn paper into digital images such as PDF or TIFF files that can be stored electronically and, with some software help, searched or edited. These systems also can improve electronic filing, retrieving and secure access to information.
At its simplest, a document management system consists of a scanner and software that convert paper documents to electronic PDFs/TIFFs. And you can get less expensive software to make PDFs searchable and editable. Here are several things to look at when considering EDM Software:
You’ll need to develop a system for managing electronic files. Here are a few suggestions:
Keep in mind that you’ll also have to maintain paper files and weed through them at the end of each year, although the amount of these files should be much smaller than before. These documents include notarized documents and materials you need to prepare for tax season.
While you may be tempted to scan your receipts and toss the paper originals, don’t do it. You may need them as proof for a tax audit. Keep all bills, invoices, receipts and canceled checks related to deductible expenses for three years after filing tax forms. At that point, shred them to prevent identify theft.
All document management systems are not created equal, so you’ll want to be discerning when determining the right one for your company. When chosen correctly, a sound DMS will ease continuity and disaster-recovery planning efforts, and help your business maintain regulatory compliance and avoid legal entanglements or penalties.
Making the right decisions can be a tricky thing to do, especially if you don’t have the right information. Missing, old or incomplete information can impact decisions, delay healthcare decisions, compromise legal cases and otherwise misinform.
So how do you make informed decisions when information influencing the decision is spread between different applications, stored in different locations, hidden within network directories, strewn through various e-mails or is isolated on a particular workstation? The answer is as easy as Central Business Systems, Inc.
Keeping your documents in a central, secure repository that is accessible virtually anywhere there is web or mobile access ensures that you have access to the most recent, up-to-date version of the document. There is no need to comb through files, folders or e-mail attachments. A quick index or full-text search delivers the document along with all prior versions of the document. If a change was made minutes ago at head office, the worker on the road or in a satellite office will access that new version.
And if needed, all previous versions of a document remain available. So, if you need to find a deleted paragraph from a policy document, you have it; if you need to know when the comments from a different doctor were added to a patient’s x-ray, you can find out; and if a building development data analysis spreadsheet needs updating, it is at your fingertips.
Best of all, Central Business Systems, Inc. is able to manage all of this without the need for tedious check-out and check-in procedures. Users that have editing privileges will be able to launch the documents in the native software application and make the necessary changes and then store them back into MaxxVault as a new version. A user need only click the “version” button and the software will store the previous version as a link under the Versions tab. To prevent simultaneous edits, only the first user to access the document will have “Save” ability. All other users will only be able to view the prior version as “Read Only”. Microsoft Office 2007 and 2010 users will also be able to save the document as a new version from the MS Office toolbar. They even have the ability to save the current version as a PDF to prevent further changes.