Are you 100% confident that your organization is retaining those legal documents in full compliance with the law? And what new e-record risks do you face when employees work from home on personal computers?
Your HR department has to navigate a complex maze of federal and state rules for preserving … protecting … producing … and even destroying their e-records. One mistake can result in painful audits and seven-figure fines.
Nationally recognized recordkeeping expert Nancy Flynn, founder of The ePolicy Institute, reveals a step-by-step strategy for HR professionals to manage electronic business records in all industries.
Digital Records Can Reduce 50% Of Operational Costs For Manufacturers
Why this is important now: An effective record retention policy must address the acquisition, use, retention, and deletion of all e-records. And that policy applies 24/7/365, regardless of whether the employee is working from home, at the office or elsewhere.
Don't leave the handling of your electronic HR documents and business records to chance. Compliance with the law and regulatory rules is mandatory. And thanks to stay-at-home orders, smartphones and social media, organizations face growing pressure to preserve and protect email, personnel records and other ESI.
P.S. Your satisfaction is unconditionally guaranteed. If Managing Your E-Records: A Compliance Workshop for HR fails to meet your needs, we will refund every penny you paid – no hassles, no questions asked.
Why Scanning Existing Paper Records Is Not A Prerequisite To Moving To An Electronic Record Keeping System
A recognized expert on workplace compliance and communication, Nancy Flynn is the founder and executive director of The ePolicy Institute and Business Writing Institute. She provides , policy writing, and consulting services to clients seeking to minimize compliance risks and maximize communication skills. Nancy is an in-demand trainer and the author of 13 books including The ePolicy Toolkit, The Social Media Handbook and Writing Effective E-Mail. She also serves as an expert witness in litigation related to workplace email and web use. A popular news source, she has been quoted in The New York Times, Wall Street Journal, USA Today, Time, Fortune and CNN.A majority of businesses are using digital record keeping in some form or another. There are a number of benefits to this, both to your practical, everyday operations, and your long-term, and even legal obligations. The transition to digital record keeping has been underway for a long time, but increased accessibility to storage and the resultant lowering of costs has continued to drive it forward.
Here are some of the advantages of maintaining digital record keeping within your company, and how to best go about it — including tips on recommended file formats and document conversion software to make it happen.
The TIFF file format is commonly used as a record keeping file format of choice for industries and institutions that require absolute confidence in the security and quality of their digital record keeping. As a format, it offers a feature set that makes it ideal for some industries. Here’s why many businesses in critical industries make use of TIFF as part of their digital record keeping.
Electronic Records Management Hi Res Stock Photography And Images
The PDF file format is extremely widely used in everyday business communications. It also offers a number of features that make it ideal for record-keeping purposes, such as the following:
The overall business trend of a transition towards digital records continues to march along. offers a variety of software that can help facilitate the transition for your own company, or improve your processes with our file conversion software. Check out our document conversion products to get started, which includes software specifically built for enterprise level automated file conversion (as well as products designed for single users, and virtually everything between those two.)
And of course, if you or your business requires any assistance or guidance in determining the right software solutions for transitioning to digital record keeping, be sure to contact us.
How Passwords Affect Document Management
Https:///wp-content/uploads/digital-records.jpg 1000 1000 Robert Massart https:///wp-content/uploads/-logo.png Robert Massart 2015-09-23 10:15:39 2019-07-16 12:53:28 How and Why to Move Your Business to Digital Record Keeping
How to Convert PDF to TIFF, PDF to JPG, Excel to PDF, and Other Common Office... New Product Releases, Built for Windows 10Paper documents are usually inefficient- they create barriers to profitability, accessibility, and productivity for almost any organization that still uses them as their primary storage medium.
Paper files are difficult to manage, protect, and secure, which is why so many businesses are moving toward a paperless office- and why Record Nations has built a nationwide network of scanning professionals to help small businesses throughout the country.
Electronic Records Management An Overview
Scanning your documents helps relieve the difficulties associated with paper files- here’s 3 of the biggest benefits to converting to an electronic document management system:
One of the biggest advantages to electronic documents is the fact that you reduce the costs of mailing, copying, shipping, and storing hard-copy files.
Sending and accessing files electronically allows your employees to spend less time searching for that one file that was accidentally misplaced- and you don’t have to deal with finding, copying, re-filing, and storing paper documents throughout the day.
Electronic Transactions And Business Records
Electronic document management can eliminate the need for onsite paper file storage altogether! Thousands of files can be saved on a single DVD, Backup Tape, or hard drive, which eliminates dozens of filing cabinets full of paper files, giving you back the precious space you pay for to use for other, more productive things.
Digital files are also easier to store and access- they make filing and accessing any item you convert simpler and more secure.
Any file you need is easily found through a keyword search feature that accesses every word on a scanned document, and digital documents can be retrieved or accessed from anywhere around the world thanks to cloud storage services.
Electronic Records Management And Erm Systems
When you go digital, you have a consistent format which allows for improved business efficiency as well as a reduction in operational costs.
Document management systems are very secure. Not only are all items encrypted, you can also set passwords and install secure firewalls to eliminate security issues. Your business has protection and security thanks to access restrictions, permissions profiles, and passwords.
Businesses have important files and information that they need to retain and organize efficiently. Here are some of the things that you should consider scanning for your business:
Best Practice Tips For Electronic Records Management
Scanning documents for your business is simple. Paper documents are passed through high quality scanning equipment that converts the paper documents into images.
Special processes can also be applied to the converted images that allow them to be manipulated, interpreted, and read through technologies known as intelligent and optical character recognition.
These technologies transform the images into data and text that can be read for sharing with various other applications or for retrieval.
Release Of Use Cases For Electronic Records Management
For large numbers of documents it may be best to use a service to scan documents and manipulate them to be readable. You can read more about the process and get some tips and tricks here.
From Document Scanning to Document Storage, our local experts will help you select a customized Document Management Solution that fits exactly what you’re looking to do for your company.
To get a free quote for your project, just fill out the form to the right, or give us a call at (866) 385-3706 . Within minutes of receiving your request, you will have free quotes from experts in your area that can help you.
Records Management For Dummies
We use cookies to ensure that we give you the best experience on our website. If you continue to use this site we will assume that you are happy with it.OkDo you ever feel like your records management strategy is stagnant? Like your staff is spinning their wheels in order to capably manage active records and piles of paperwork?
Adopting a paperless solution can seem daunting, but the benefits of implementing a digital transformation strategy far outweigh the long-term repercussions of a manual document management policy. Document scanning services that scan and convert paper records to digital files enable you to instantly find information, securely share and route important documents, and enjoy data security. If you’ve been considering transitioning to a more paperless office, electronic records create some big benefits that ultimately make your life and your job easier.
Make digital your focus by scanning and converting active business records to create a solution that empowers staff to easily manage and search for information through a secure cloud platform. Here are some of the reasons why organizations are making digital records management a priority:
Business Drivers For Electronic Records Management
An automated workflow takes the frustration and tediousness out of approval processes, invoicing, time off requests, customer service reports, and more. It makes the right information accessible via the convenience of your desktop whenever and wherever you need it. It takes only seconds to route and share documents across multiple departments and systems.
Imagine no more filing cabinets, stacks of paper cluttering the desk, and endless hours manually scanning and shredding paper with bulky equipment. Adopting a digital document solution allows staff to reclaim their office space and enjoy organized productivity. *Side note: if you’re required to keep hard copy records but still hate spending hours manually scanning and shredding documents, we can help with that too. Offsite records storage is a viable option for businesses wanting to free up office space and clear the clutter. In addition to hard copy storage, regularly scheduled document shredding ensures no one in your office is stuck feeding paper through the office shredder.
