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Did COVID-19 Expose a Document Management Weakness in Your Organization?

By Higher Information Group on June 10, 2020 | Document Solutions

Was your business ready for the COVID-19 pandemic? No one was expecting a disaster of this magnitude and it forced swift, drastic changes in day-to-day business. A year ago, you would have never thought that a majority of employees would be working from home for months. Did you have a plan for document management? Many businesses did not, and they quickly realized the issues and difficulties they would face. A situation like this puts a spotlight on the importance of centralized, secure document management and storage. Document management systems keep all of your records organized, accessible, and secure.

Getting Organized

Creating a document management plan is important for when a disaster strikes. Even if you have a hard copy of documents, that won’t help if they’re inaccessible. Your employees most likely need access to the documents stored at their office. Keeping your employees productive and your business going during any kind of emergency means you need to have document management systems in place before the worst happens. Any business can use a document management system to convert all of its hard copies to digital files. Once digital files are in a central location, they will be secure yet easily accessible to those who need them. The documents need to be well organized and maintained. This is the best way to ensure that your business is able to weather any storm.

Establish Document Management Processes

Keeping a document management system up-to-date can be easily overlooked. All employees must be sure to keep documents saved and organized in the system. Put processes in place to hold employees accountable and be sure that they’re utilizing the management system properly. Although this can seem like a lot of work, it is extremely beneficial. Your business records will not be lost or destroyed and any employee can access them when needed. Just as important as getting a document management system up and running is keeping the system backed up.

Major Benefits of Document Management Systems

Being proactive and keeping your essential documents will make it easier if you’re ever audited or need to prove compliance. If you’re handling any kind of sensitive information, you may be asked to prove that you’re handling the information with care. Having this type of secure document management system keeps private information safe. This can save your business in the long run.

Need Help Getting Started?

At HIG, we provide a secure document and data storage. Our growing data facility has exceptional data management, security, and disaster recovery. We can provide you with an off-site backup plan that includes your servers, files, emails, and databases no matter your operating system. As with any of our business solutions, we will customize a plan tailored to your needs. Reach out to us and get started today!

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