Understanding Document Management Compliance

Use Document Management to Meet Compliance Regulations

Finding a document management system that works well for your organization can be challenging. The right system will do more than speed up processes and better manage your documents. It will significantly positively impact departments that need to meet compliance and other regulations.

The success of the day-to-day operations of your business is dependent on maintaining an efficient workflow and getting data from point A to point B.

What Does Compliance Mean for Me?

One of the biggest challenges for data management is meeting compliance and regulation requirements. Especially with the growth of mobile devices and the cloud adding on even more stress. Many features of a document management system will simplify and uphold compliance. Although simply uploading and scanning documents into a system may not be enough to guarantee compliance. Find a system with the right integrations to work with your current systems and that have the right security features for your needs.

Choosing the right document management tool is critical to an organization’s efficiency, productivity, and overall business success.

Retention Guidelines for Document Management Compliance

Retention is the time period documents and files need to be stored to ensure compliance. Having a DMS is beneficial to prevent any physical damage or any of the other dangers of storing physical documents in file cabinets for long periods. With a DMS, you will cut down on any potential damages to files, as well as the time it takes to find and access them. If multiple employees are accessing the information, it could easily be misplaced, or worse, lost, resulting in you spending half your workday trying to figure out where a document has ended up. Due to changes in legislation, and the increasing fear of hacking, organizations need to meet retention requirements digitally to remain competitive.

There is always a risk of ransomware, so be vigilant about dangerous attachments and stay informed on any new threats.

Step Up the Security

Everyone, both business owners and customers alike are nervous about data breaches and hacks. The recent uptick of ransomware attacks makes it crucial that DMS security features, both internally and externally, are up to date and effective. Keep unauthorized employees from being able to access it by using user permissions to ensure information security. Take the precautions to protect sensitive information, and you and your customers will rest easy.

InStream Understands Document Management Compliance    

Using a document management system does more than speeds up daily tasks. It allows you to change focus onto what matters, people. If you would like more information about document management, contact InStream today.

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