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Document Management Systems Are Key to Remote Work

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Some industries have taken advantage of document management systems — a digital tool to track, manage and store documents — for years. Businesses that operate on swift deadlines and thrive on collaboration understand the importance of having digital workflows. Organizations that host many appointments with customers or patients use form solutions to gather information. Companies with remote workers know that digital archiving is paramount to protecting sensitive documents through remote storage.

However, other businesses who have been forced to adapt workflows and connect remotely with both employees and customers may find document management solutions key to continuing business operations. Collaboration and secure storage can benefit any workplace, whether your organization is temporarily pivoting or intends to have remote workers as part of your workforce into the future.

Digital Workflows

Most businesses have faced shifts in operations throughout the first and second quarters of 2020. Your employees could be faced with more work, cumbersome processes and other difficulties while working remotely. Additionally, your business could be facing an increase in demand for certain products and services.

Document management systems offer digital workflows, which allow managers and employees to measure a volume of work and understand where projects stand in the process of completion.

These digital workflows can increase productivity by automating content-based tasks and create computer-aided work models that complete repetitive jobs quickly and accurately. That doesn’t mean you have to leave these tasks completely in the hands of the digital workflow. The program allows you to be as hands-on or hands-off as your work requires.

Digital Archiving

As employees are working remotely, they’re accessing company networks through potentially vulnerable internet connections. Additionally, everyone is working through the trials of life at home where computers and laptops could be damaged. Document management systems provide digital archiving, keeping your company’s documents and data secure in the face of cybersecurity risks or potential hardware damage. On-site and remote storage options, automatic backup and structured or unstructured organization methods keep you covered so you never have to worry about your files disappearing or being unavailable if your server crashes.

Not only do document management systems provides a secure way to store documents digitally, most systems come with customizable administrative controls so managers can restrict access to sensitive information or share documents selectively. Storing documents digitally also makes it easier to search for and find data.

Forms Solutions

For businesses that rely on form completion for collecting data like customer history, inventory tracking or client invoicing, a document management system can cut down on an unwieldy process. The amount of resources consumed by creating multiple duplicates, forwarding information and making it available for reference by employees can translate to a convoluted and time-consuming paper chain.

Forms solutions can help your organization control and enhance this exchange of data through automatic file routing, work prompts and progress notifications that streamline manual processes and eliminate additional data entry. These forms also can be accessed from anywhere.

IT Solutions for Remote Workers

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More workers than ever — about 50 percent of Americans— are working remotely. Employers and employees see the benefits of the arrangement. Among other perks, the arrangement allows employees more schedule flexibility, less time commuting and the ability to connect with a team even while travelling for work. Employers have access to a larger pool of candidates and fewer hard costs in providing a work space.

However, remote working arrangements can create a whole host of cybersecurity vulnerabilities and technological snafus. Working with a third-party business that provides fully managed information technology services can keep your business secure no matter where your team is working.

Here are some IT issues employers and remote workers may encounter.

Problem: Unsecured hardware

As hackers become more advanced and cyberattacks more frequent, securing only the computers in your office building does not suffice. Ensuring your business’ networks are secure should be one of your highest priorities. Even if your company has just one fulltime remote worker, employees likely have business data through their email apps on cell phones, on laptop or desktop computers, tablets, smart watches and other devices.

Solution: Virtual private networks — VPNs — provide security by requiring employees to sign in when accessing the network remotely.

Problem: Data destruction, ransomware

A remote working arrangement means an employee’s office can be among coworkers in the employer’s workspace one day and a home office the next day. Productivity can continue at the airport, across the country, at a conference or in the neighborhood coffee shop. But spotty Wi-Fi connections can mess with a work schedule, prevent files from being saved on a server and wreak havoc on your company’s data security efforts. Hackers can steal data and use ransomware to block access to data until a debt is paid.

Solution: Managed IT services allow employees to connect to the business’ server through the cloud, data centers in multiple locations throughout the country. Through the cloud, connections to the servers remain constant and data is backed up consistently. If a natural disaster or hacker strikes, businesses have the upper hand by having recent data stored in the cloud. Managed IT service providers can implement the data recovery process.

Problem: Lack of training

The majority of cyberattacks occur through human error. Employees could fall prey to a phishing attack by clicking a suspicious link in an email or website, downloading files containing malware or not securing hardware. Remote workers may not get proper training on how to recognize phishing attacks or follow the most recent cybersecurity protocols.

Solution: Managed IT service providers, such as Infomax, deliver periodic training and send out information on the latest scams, alerting employees before attacks can occur.

Contact Infomax at 1-800-727-4629 to learn more about how to keep your business’ data safe in any environment.

Why Investing in Document Workflow Solutions Makes Sense

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Organizations have adopted new methods in order to stay ahead of the competition and to ensure that they take advantage of modern day technology—most of which is designed with efficiency and productivity in mind. Incorporating a document workflow solution is one such option. If your business is having problems with information workflows—and, as a result, time is being wasted on manual document processes—it’s time to consider switching to a document workflow solution. More and more businesses that produce a high volume of paper documents are using document workflow software, since it streamlines processes and adds a layer of security by keeping your vital documents safe.

If you’re on the fence, here are some reasons that may change your mind when it comes to document workflow solutions:

Greater Availability
Stop relying on hardcopies to get your work done. Document workflow solutions ensure your documents are available electronically 24/7. So, if your accountant wants to get a couple of hours of work in on her vacation, she’ll be able to access the files she needs without thinking ahead and packing paper files.
Better Organization
Document workflow solutions inherently rely upon electronic format of files. This ensures that staff can no longer say they can’t locate a hardcopy file. Moreover, they also can’t blame an inability to find an electronic file because of standardized labeling, storing, and retrieval patterns used when adding files to your electronic database.
Notifications to Stay On Track
Document workflow software allows you to set notifications to alert your staff when action is required on a project. When a deadline is missed, the staff member is notified that they are past due (and their superior can be notified as well). This holds staff accountable and ensures streamlined workflows.

Reduced Costs
By pushing forward your business process and streamlining workflows, document workflow software will save your company money. Whether it’s by reducing errors, completing projects on or before deadline, improving communication and availability of files, holding staff accountable, or something else, your company will realize real cost savings by implementing document workflow solutions.

If you’re interested in incorporating a document workflow solution to your business processes, contact Infomax today.

Big Workflow Solutions for Small Businesses

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It’s that time of year again—no, not the holidays. Small Businesses Saturday is right around the corner. On November 28th, small businesses across the country will ramp up for big sales as local consumers support their community through shopping small. But, small businesses should make sure they are prepared to handle an influx in customers and provide exceptional customer service—not just on Small Business Saturday, but every day of the year. Intuitive digital workflows ensure faster processes and better customer service, among many other benefits.

Here are several reasons why every small business needs a digital workflow strategy.

  • More time to focus on goals. Small businesses often falsely believe that they aren’t big enough to warrant a switch from paper-based system to digital workflows. But, by implementing digital workflow solutions, small businesses are better equipped to focus on the important things. Rather than being bogged down by inefficient processes, they will be able to look ahead and plan for future success. A digital workflow strategy will positively alter the trajectory of your business, by improving the overall efficiency and productivity of your daily operations.
  • Streamlined communication. Even small businesses have communication issues. The most productive work environments require cohesive communication channels that connect in real time. A comprehensive workflow solution will speed decision-making tasks and improve the flow of communication across all levels of your team. With a digital workflow strategy, you can spend less time with back-and-forth communications, and more time focusing on your customer.
  • Improved responsiveness. It’s difficult to tend to the needs of your consumers when you are tending to your own business’s needs. With a digital workflow strategy, your business will run more smoothly. In a sense, a digital workflow strategy is like adding oil to a rusty chain. Imagine if you could retrieve an invoice in seconds instead of minutes, or instantly pull all sales related to a particular customer. With a digital workflow solution, you’ll be able to operate more quickly, creating positive experiences for your employees and customers.

A digital workflow strategy should be an intuitive and effective addition to your SMB workplace. Contact us today to learn about how to grow your small business.