Reasons why working from home is no problem with digital transformation

5 Reasons why every company needs a Document Management System

Companies need systems that place the right information, in front of the right staff member, at the right time. The case for centralizing the storage of and access to such information is strong and yet, many businesses still do not fully understand the need for updating their document management processes. Let’s take a deeper look into what a document management system can do for any company or organization.

1. Universal accessibility
As long as there is an active internet connection and a device that you can hook up to that connection, a web-based document management system enables employees to retrieve documents wherever they are. And that makes information sharing and collaboration a lot easier.

A DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored. A DMS also offers Version Control. This allows for you to see how many versions of the same document you have and which one of those is the latest. This feature is important if several parties work on the same document and there are changes made to a document that were not authorized or meant to happen. You will always have a backup.

2. Productivity goes up
You know the feeling of looking for that one physical document? You just need one small detail of it, but it takes you ages to find. That is a thing of the past with a good document management system. Over there, your documents are stored in one place, which can easily and quickly be searched. Imagine the hours it will save you in a day.

Picture: Andreas Klassen – Unsplash

It results in more productive employees, as they can now spend more time focusing on their jobs. Even for huge companies that process millions of documents every year, the right document management system allows users to locate that one document in a matter of seconds. You can also improve your workflows and, if needed, use a DMS to automate certain processes and reduce the number of human touchpoints in a process.

3. Ensure compliance with laws and regulations
An important aspect of GDPR, concerns the security of personal data. As administrators, companies and organizations have the obligation that this personal data is stored securely and that it cannot be misused in any way. Processing and storage of personal data must not go wrong. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability.

A DMS reduces the risk of non-compliance. It can help you with the confidentiality, integrity and the availability of data. Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.

4. Security
What you do not want, is unauthorized alterations or even the destruction of your data. That are just two reasons why security is so important. You could even say it is critical for organizations of all sizes to keep sensitive data protected.

Picture: Chris Panas – Unsplash 

A DMS provides control over sensitive documents, as you can control the access to documents at the folder level for different groups or individuals. Furthermore, a DMS leaves an audit trail of who has viewed a document, but also when it was accessed and, if so , how it has been modified. Managed documents are highly traceable and can be tagged to allow for automated alerts.

5. Save storage space
For companies that handle a lot of physical documents, the cost and space needed to store them can cause issues. But do not underestimate the costs of storing individual documents on individual systems. Hard drives will fill up and there will be different versions on each individual system.

A DMS allows you and you colleagues to get rid of the documents you do not need, but which you do have. Think about documents scattered on your or your colleague’s laptop, PC, cloud storage, email attachment or desktop folders for example. It becomes extremely difficult to locate a particular file at the time of need. A DMS allows you to store and search your documents in one central location.

Picture: Beatriz Pérez Moya – Unsplash

In short, document management systems are an evolving and often customizable solution used for the management of documentation. For most businesses, document management systems could be used to improve business processes at every level of the company.

3s.DMS is the solution we offer from our own Solution Software Suite. If you would like to know more, please do not hesitate to get in touch!

Reasons why working from home is no problem with digital transformation

5 Reasons why working from home is no problem with Digital Transformation

Reasons why working from home is no problem with digital transformation

At least partially. Luckily, that does not have to be a problem in this day and age. Enabling employees to transition to remote work without losing any business continuity often relies on having the right technologies in place.

1. The right hardware
What is the first thing that comes to mind when you think of essential hardware to work from home? It is probably a laptop, right? And of course you need a good laptop, it is the key piece of equipment to do most jobs. But there is more. Digital transformation is rapidly changing the needs in all business areas. Scanning is the enabler that allows organizations to digitize, augment, organize and share information to fuel business growth and innovation. And many employees would like to use that tool, also at home.

Think about a smaller scanner that would fit a standard desk. You would be amazed by the work those little guys can do. Take the new Fujitsu SP Series for instance. Some models hit an output resolution of up to 600 dpi, with speeds up to 30 ppm (simplex) / 60 ipm (duplex) and a capacity of up to 50 sheets. They are small, but they sure are powerful. And they are simple to operation and offer reliable performance.

2. The right software
That you are working from home, does not mean that you do not have to get your work done at the end of the day. If you do a lot of document related work, for instance, you need to have the right software to create or adjust documents. Think about PDFs that you need to adjust, but also the automation of drafting legal documents.

We can help you in that department as well. For PDF editors, take a look at Foxit PhantomPDF. It will take PDF document generation and management to the next level. It is an all-in-one PDF editor that will help you to create better documents, while also giving you the opportunity to manage those documents after you’ve published them. It will let you edit all you want, easily sign your documents when you’re done and almost everything in between. On top of that, it is just a fraction of the costs of other PDF Editors!

Is the drafting of legal documents more your thing? We have got you covered. 3s.DAP, which is part of our Solution Software Suite, is a Document Automation Platform that can be used to create structured corporate documents in a safe way. It is a platform designed by lawyers for legal professionals and businesses, so you can be sure that your documents are secure.

3. Make sure you’re not saving sensitive or unnecessary data
To make sure you do not run into storage problems, it is also important to take a good look at what is on your computers hard disk. Do you really need all the data that is being saved there? The applications in the Analyse category of the Solution Software Suite do that work for you. The apps will find, organize, classify and manage content located in systems and repositories across your entire organization, so you can make an informed decision about what needs to stay, and what can go.

We have 3s.Redact, which will help you redact sensitive information in documents and emails. The application will automatically help you find and eradicate all traces of sensitive data. And 3s.Discovery goes even further. This powerful tool lets you find, organize, classify and manage content located in systems and repositories across your organization. All this to make sure hard disks are not overflowing with information that you do not need.

4. Cloud based Document Management System
Are you looking for that one document your colleague created, but it turns out you can only find it on his or her local computer? Especially in these strange times, you want to make that a thing of the past. So why not use a cloud based Document Management System? This will help you share your documents and other files in a way that feels like you are just storing them like you are used to on your local computer.

You might have guessed it; there is also a 3s. application to solve this problem: 3s.DMS. It’s in the cloud, which means you can access it from anywhere on any device. This makes it a lot easier to work together with colleagues on the same document. All this is secure, AVG-proof and in accordance with the guidelines for confidentiality applicable in your industry.

5. Great service available
When you do get that good hardware and you are working with great software, you want everything to keep working. That is why it is so important to make sure your tools stay in shape. So sometimes, that means you need services.

We offer a range of warranty extensions and maintenance contracts tailored to meet your unique business needs. Our selected service plans ensure that your equipment is optimally maintained repaired in a timely fashion and you can predict and budget costs of ownership in advance. It will help extend the life of your scanner, increase productivity and protect you against unexpected service costs. These visits can be arranged outside standard business hours to help you minimize down times if necessary.

Bonus: Your own coffee
Be honest, you are the best barista you know, right? Only you can get just the right amount of almond milk in and you did not get those special beans at the local coffee roaster for nothing. Enjoy your coffee and work happily from home.


The Top 5 Document Creation Challenges

Every company is unique, but chances are that they have certain contract management issues in common. No matter what industry they are in, they all need to draft contracts. Lots and lots of contract. It is a very important that this is done in a safe, yet efficient manner. Because time is still money, right?

Studies show that companies lose between five to forty percent of value on a deal due to inefficient contract processes. But we have got good news for you; even though contract management is a complex process, most companies are challenged by the same problems. So there is a somewhat universal way to confront the problem that will work for the majority of companies!

In this blog post, we look at the typical challenges that companies face on a daily basis when creating documents. In addition, we want to provide solutions to the most common issues facing businesses of all sizes and in all industries.

1. Drawing up the same contracts over and over takes too much time
Let us be honest; it takes a lot of time to create contracts. Even for contracts that are used recurrently. The original contract gets copied, after which the individual changes must be made again and again. When that is done, we still need to read through the contract every time to make sure that nothing undesirable has changed or missed.

This is unnecessarily time-consuming. But it can be fixed by using contract templates. When it comes to recurring contracts, such as Non-Disclosure Agreements (NDA) or employment agreements, only certain parts change from contract to contract. Things like the employees name and the date of document instatement, for instance.

By protecting the template from changes to other parts than the varying ones, you save time looking for the entities to change and the contract review process will also speed up. With document automation software, you get a quality-assured contract in just a matter of minutes simply by answering a few questions.

2. Contract turnaround time is so slow
There are a lot of different issues that can slow contract turnaround time. Someone might not be able to locate the right template. Or maybe it takes a long time before the final check is done on the varying entities that have been changed.

Without a streamlined process, companies may have no idea why its contracts take so long to get approved. Because they do not have a systematic way to monitor how long a contract sits at each stage and identify delays.

Document automation software holds all contract templates in one central place. So you’re not wasting any time looking for that one contract anymore, as long as you properly rename specific templates. It also gives you the option to see at what stage the contract is. Are all the specific varying entities processed? If so, the solution can show you the contract is ready for a final check. So you always know at what stage of the whole process your document is.

3. There is no set process for review and approval
You now know it is possible to have a document or contract ready in no time. But after that, you need an efficient workflow to get a the document reviewed and approved as well. To do this as efficiently as possible, it is important to set routines and workflows – the more automated the better!

Modern software can help you a lot here, as it offers you everything you need to build these routines. Instead of reviewing the entirety of, for instance, a NDA, you give the approver the option to only review the variable parts. Think of someone’s name or the date of document instatement. The person who checks the document can choose to only see an overview of the specific parts that have changed and can quickly assess whether this has been done correctly.

4. Dealing with contract noncompliance
These days, there are a lot of regulations companies need to live by. This means that you have to handle your contracts and other documents in a very structured and precise manner so your company does not break the rules.

Let us take the General Data Protection Regulation (GDPR) as an example. It imposes obligations onto organizations anywhere, so long as they target or collect data related to people in the EU. If you want to be compliant, your company needs to work with strict data-privacy rules. Without a systematic way to track the inclusion of necessary regulatory language in all contracts, companies open themselves up to noncompliance and major fines.

With document automation software, necessary clauses are automatically included in all contracts. This ensures you are automatically compliant. And if regulations change, companies can respond by quickly surfacing all active contracts that could be impacted by new regulation and executing bulk actions against them.

5. Technology constraints
Document creation management did not always have the best technology surrounding it. This means documents could not be managed as effectively as we could now. Contract and document creation software is the difference between tedious contract management and good contract management.

These days, document automation solutions give you a hub to store all your important contract and document paperwork, plus you get loads of useful tools that make your contract management process a breeze.

There are currently several solutions in the market that offer a solution to the challenges mentioned above, like 3s.DAP from Spigraph’s Solution Software Suite. Feel free to contact us to learn more about this solution or to discuss other contract/document management challenges. Download this White Paper right here.

The Top 5 Data Challenges

“Data”- every organization has it, no modern business can do without it, but have you ever thought about how much data your organization has, in what formats it’s in and where it’s stored? You should!

Storing data comes with its own unique challenges, organizations now, more than ever, need to be more disciplined about what data they are storing, where they store it, who has access to it and how long it should be kept. These aren’t just recommendations; they’re laws. Through experiences with various customer and partner interactions, I’ve created a brief synopsis of the top 5 challenges that I currently see.

1. The Dark Data Problem
2. The ROT Data Problem
3. The Compliance & PII Problem
4. The Migration Problem
5. The Searching for data Problem

1. The Dark Data Problem
Dark Data = Dark Content; Data that you don’t remember storing and you don’t realise is out there.

Why is Dark data a problem for me? Should I be concerned about dark data in my company?

Dark data is a problem in any size company and taking appropriate steps to uncover and identify your Dark Data can negate risks such as:

  • Possible security vulnerabilities
    • You can’t ensure the data is protected if you don’t even know it exists!
  • Potential legal Liabilities
    • Hidden pockets of data can present risk if not properly managed
    • Applying approved retention schedules is an essential part of closing any compliance gaps.

Due to its nature, dark data can be complex to find and analyse.

2. The ROT Data Problem
ROT Data = Redundant, obsolete, Trivial

ROT has no business or legal value, its duplicated, outdated and unmanaged. 

If it has no value, why are you paying for its storage? “Storage is cheap!” I hear often, it’s true, however, the crux of it is…you’re still paying for something you don’t need! This is further compounded when looking at cloud storage, as your storage need increases, so do the costs.

ROT also fills search results with unnecessary answers (noise), which means wasted time by employees looking for more relevant results, picture that time when you’ve found half a dozen versions of the same file or document, and you want the original?….. The time you then spend looking for a ‘freeware’ file comparison tool or plugin to download, to find out, just to be sure, which is the master version.

If it has no value, why are you paying for its storage? It fills search results with unnecessary answers and thus adds to time wasted by employees looking for relevant data. Unmanaged content is vulnerable to data breaches, and again poses liability risks if it breaches legal retention periods.

Identifying ROT is not easy unless you have the right solution.

3. The Compliance & PII Problem

PII = Personal identifiable information, information that could be used to potentially identify a specific individual or distinguish them from another.

GDPR = General Data Protection Regulation

If a business wants to adhere to the latest data laws and regulations (think GDPR for example), need to follow best practices (maybe as specified in a contract with another company, or general ISO standard(s)), they will no doubt have an arduous task facing them. Looking through the entire data of any business (keep in mind also ‘Dark Data’) to understand what PII exists, where it is, if it’s being stored correctly and being able to categorize it is one thing (a colossal task in itself), but also can’t be thought of as a ‘onetime’ exercise either, as data will continue to be amassed each and every Day.

And just being able to do the above is not the end, for example; if a GDPR Data Subject Access Request (DSAR) is received by an organization you have just 30 Days to respond to it, this means not only knowing what PII you have etc., but being able to efficiently search through it, compile what is required, proof read it and then apply any redactions, where required.   

4. The Data Migration Problem
Data migration clean-up is generally the final step prior to migrating data to a new system or storage solution, whether that’s on-prem, to a cloud or between clouds, you’ll want to evaluate your data before you move it. Before you can even make basic decisions on what should be migrated and what can simply be deleted, you’ll need a lower level insight on the data. An understanding of details such as knowing what’s in a (and not limited to) file, folder, e-mail, e-mail attachment is invaluable for helping you recognize where this content should be stored in its new destination and potentially how long it can then be kept for? 

5. The Searching for data Problem
How much time are your employees wasting looking for files?

We can all relate, when we think how much time we’ve each spent sifting through files in multiple locations, trying to find that one mislabeled 10th version of a slide deck, and how much time is then spent re-creating it when it’s not found.

Vital information can be spread across email, docs, spreadsheets, chat and more, all stored across various repositories throughout your organization.

I can say with a degree of confidence, that most people reading this paper, will have at least one of these issues in their organization or even faced them firsthand.

How do you handle these challenges?

There are currently several solutions in the market that offer a solution to the above challenges, like 3s.Discovery or 3s.Redact. Feel free to contact us or your local Spigraph contact to learn more about these solutions or discuss other data challenges. Download this White Paper right here.