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How long does it take your team to find an essential document?
Five minutes? Five days? Five months? Does your filing system put you at risk of violations and hefty fines?
Document Management Solutions (DMS) add value to any business that needs to store their documentation in highly secure systems but still needs regular access to those files. These systems also provide a safeguard that keeps you in line with regulators to protect your clients and prevent hefty fines.
Keep Your Documents Secure and Close at Hand
Are you a law firm, healthcare organization, public university, or a private firm subject to strict documentation regulations? William Ives works with leading Document Management Solution providers to install and manage the right DMS for our clients.
What Is Document Management?
Document management is an electronic system of storing, managing and recalling your organization’s document and image data.
Rather than storing your documents locally or haphazardly on the cloud, a document management system (DMS) organizes your documents as they travel through your organization. Much more than a repository, it also includes:
- Document capture
- Output systems
- Information retrieval
- Computer output to laser disk (COLD)
- Electronic report management (ERM)
- Version management
Do you need to track a document’s journey between departments? Archive it according to HIPAA or other federal regulations? Recall it years later? Document management does all this and more.
Six Reasons to Choose Document Management Solutions
Document management transforms data practices. Organizations choose to utilize DMS programs because they provide benefits like:
- Improved security
- Greater regulatory compliance
- Simpler disaster recovery
- Reduced storage requirements
- Easier collaboration
- Simple retrieval
Ultimately, a DMS provides you with freedom and peace of mind because you know where your documents are, how to access them, and understand that they’re safe.
What Types of Document Management Systems Are Available?
Customers choose between two types of management software: cloud-based or on-premise.
A cloud-based DMS grants you access to your work station from any internet-connected device. All you need to do is log in via your web browser, and you can access the items you need securely whether you’re at the office, working from home, in a courtroom, or at a conference. Today’s cloud-based DMS also often come with apps available for your phone or tablet.
On-premise (or desktop) software runs your internal servers. All data stays within your office on your server (with cloud backup but not access). It works best for healthcare organizations that have strict access limitations. These pieces of software also often feature strict document controls that support the regulatory requirements put in place by HIPAA or the SEC.
Choosing between the two DMS options often relies on your existing internal infrastructure as well as what regulations require your compliance. Issues like storage space often come up with on-premise software because you need enough server space to reliably store your data before setting up the management program.