Recently reported, “Flooding from Tropical Storm Henri may cause as much as $4 billion in losses after drenching the U.S. Northeast with record rainfall.” Until you’ve experienced a fire, flood, or other disaster, you probably will never know how destructive these forces can be on business continuity and employee livelihoods, particularly when documents and data management are poorly managed. Water and fire can wipe out decades worth of paper records and archival history.
To keep all of your records safe, we recommend 5 best practices you can implement to sleep better knowing that your business-critical documents are safe and secure.
- Identify Your Document Handling Requirements and Objectives
Know what is required for document management and maintaining your business continuity. Do you need to maintain paper documents? Could you go 100% digital, or with some combination? What compliance regulations are required for your type of business? Do you have Service Level Agreements (SLA) that you have to meet with your customers?
- Do a Gap Analysis Between Your Current State and Complete Document Security
Assess your current document management environment and compare it to your requirements/objectives. Are your processes and staff fully aligned to achieve your business goals? Could your document handling risks be reduced with better technology and more efficient processes to assure business continuity?
Simply storing paper documents in locked desk drawers, cabinets, and computers won’t be safe from a fire or flood. Storage and security are critical to protecting your documents whether they are in paper or digital format.
What needs to change to meet business continuity goals? This should include a full understanding of industry certifications that are available or necessary for you to meet your goals.
- Make a Plan to Achieve Desired Change
If your document management and protections have chinks in the armor, make a plan to fix it. Your plan should encompass the following:
- A process for storing and archiving paper documents that must remain in paper format.
- A process for scanning existing paper documents and new incoming documents and archiving them for easy retrieval.
- A process for easily retrieving and handling physical and digital documents.
- SOC certification and auditing to ensure you meet compliance requirements.
- An experienced document management advisor to guide your effort.
If you are unfamiliar with SOC audits, a SOC 1 Audit focuses on internal controls related to financial reporting (ICFR). A SOC 2 Audit focuses on information and IT security identified by any of 5 Trust Implementing these audits not only protects your data/documents but also shows your customers that you are running a safe and secure organization.
- Implement Your Plan using a Professional
To implement your plan, work with an experienced document management advisor who has extensive experience with physical and digital document management, storage, retrieval, and security. This includes scanning paper documents to digital and managing documents’ physical and cyber security.
New England Document Systems has nearly 40 years of assisting businesses with their document management needs. With a combination of document imaging, storage services, and AP Automation, NEdocs has established itself as the leader in an ever-evolving, and extremely exciting industry.
Our clients store their vital documents and media with us because we offer a premier record storage service and world-class customer support, including:
- SOC 1 Type 2 and SOC 2 Type 2 audited facility – We provide a compliant and secure storage facility
- HIPAA Trained Staff – Our employees are trained to keep your files safe
- Personal Representatives – With us, you are not just a number in a system
- Fast access – We partner with our customers to ensure we can meet your business deadlines
- Delivery option – Eliminate paper or let us “Scan-on-Demand” and retrieve only what you need
- Security – We enforce your policies, track access, and provide monthly reporting
- Integration – We configure our inventory system to match your filing system
- Accurate billing – Our systems can help ensure accurate invoicing
Some of the benefits of scanning physical documents are being able to easily search and access shared files with click of a mouse, safeguard business critical files and ensure compliance, expertly manage invoices and employee records, and reclaim lost space from obsolete filing cabinets. NEdocs’ Scan-to-Zero Program completely eliminates document storage fees.
- Monitor and Evaluate your Document Management Performance
For continued success with your document management strategy, monitor your document management processes and make changes as necessary. With an effective management solution, your team should have full visibility into your documents, with searchability and secure accessibility for all those records!
For further information about effective document, storage, management and security compliance, talk with one of our specialists at (603) 625-1171.