How To Safely Manage Electronic Documents

If you’re exhausted by keeping track of and physically filing your company’s documents, there’s a solution. A provider like Superior Office Solutions can help your business store all your information on an electronic document management system. Servicers can even make the transition process easy for your company.

In this article, we’ll walk through everything you need to know about managing electronic documents safely.

Tips for Electronic Document Management

The security of managing electronic documents for a company is just as crucial as securing physical paperwork. Without thorough precautions, electronic information could be exposed to outsiders, ultimately threatening your organization.

Secure document scanning is an excellent first step to a safe future. Enacting further security controls will make company information less vulnerable to cybercrime acts and user error. Below, we’ll break down the top tips for protecting your company’s electronic documents:

Hardware Security

If you haven’t already switched to a cloud-based storage system, you likely keep confidential paperwork locked in secure cabinets. Computer passwords, information, encryption, and anti-virus software should be protected and enacted regularly to secure company information when you switch.

Mobile Security

Companies should establish detailed and specific procedures for accessing electronic mobile devices. Policies must be set for personal devices accessing company-wide platforms and information. Users must be provided with password protection if your organization issues mobile devices.

Audit Trails

By investing in document scanning software, managers can see who has accessed, viewed, or shared any information on electronic documents.

Backup Plans

Storing all your information on a cloud-based system doesn’t solve every organizational issue. Emergency disasters like security breaches are common for businesses. That’s why partnering with a reputable technology dealer like SOS ensures that saved documents are accessible and secure in vulnerable situations.

Risk Levels

If you’re considering switching to a cloud-based storage system, be sure to know documents that threaten your company the most if they fall into the wrong hands. This information poses operational, financial, reputation, security, and physical risks if exposed. Office technology providers like SOS recommend switching to an electronic system if a significant portion of your company’s confidential information relies on physical paperwork filing.

Retention Policies

Retention policies that apply to physical paperwork also apply to electronic documents. When switching to a cloud-based system, use company policy in compliance with state and federal law to establish retention policies on electronic files.

Electronic Document Management Systems

Do you ever feel like you can’t keep track of all the documents you need every day? Every week? If you answered yes, it might be time to switch. Keep in mind that businesses use and rely on thousands of documents per day. That’s where electronic document management systems (EDMS) from providers like SOS become helpful:

What Is an Electronic Document Management System?

EDMS compiles information and files into an accessible cloud-based storage medium. Employees save significant time to refocus energy toward important projects by moving files to a document management platform. But this isn’t a process that can be easily accomplished alone; transferring hundreds of thousands of files to an EDMS is daunting. Providers like Superior Office Solutions make the process safe and easy for your company.

What Are Electronic Document Management Systems Used For?

EDMS software records and stores all management needs by:

Managing file access: Every business has sensitive information that restricts company-wide access. EDMS software allows access to individuals who need to see confidential information. Selecting access is the most important function for business cyber security safety.
Digitizing documents: You’ll thank us for this one. Companies can discard old filing cabinets and eliminate filing responsibilities by utilizing an electronic document management system. Digitizing documents removes all physical paperwork, which is also an excellent way to reduce germ spread in the post-COVID-19 world.
Organizing files: Your company could spread the same information on documents across different channels in an unorganized system. EDMS can instantly create central storage spaces for specific information and documentation.
Controlling version history: Limiting file access to specific employees is crucial when companies upload mass information to storage files. Document management systems easily allow access to selected individuals.

Is your company interested in acquiring a platform to safely manage and store electronic documents? Call Superior Office Solutions today for a reliable document management system.

Protect My Electronic Information!

Benefits of Electronic Document Management Systems

Documents are one of the most important aspects of any business, whether in paper form or electronic. Companies must find the middle ground to navigate document management while staying efficient. The best solution is investing in a document management system with assistance from a professional office provider. Listed below are a few benefits of document management systems:

More Storage Space

Commercial property costs are always increasing, and the costs to store physical documents are increasing as well. Going electronic allows your company to save significant funds and space from needless office supplies.

Security

Businesses don’t have to stress or make action plans if sensitive and personal information falls into the wrong hands in the form of a physical document. Cloud-based systems are easy to set up, so documents are only accessible to certain employees.

Document Retrieval

Office employees of the past have dedicated large portions of their day to searching and locating certain documentation and information. You can say goodbye to that tedious process with electronic document management systems. EDMS are powerful pieces of technology capable of locating specific documents through simple keyword searches.

Safely Manage Your Electronic Documents With Superior Office Solutions Today

At Superior Office Solutions, we provide businesses in various industries with reliable, cutting-edge software to safely and accurately organize electronic documents. With our Canon document management capabilities and high-security print solutions, your company’s information has never been in safer hands. Don’t wait any longer; contact our experts today for a safe and hassle-free future.