Why there is need of Records management system?

Records management is an electronic system for recording all the data for any organization and also stresses upon the life cycle of a business. Laserfiche provides you with the best data records system and highlights how the information is created, stored, shared, tracked and protected. We assure you with the best management system for your business with no query not default.

Electronic records management software highlights the applications of this strategy, and also helps to management the life cycle of an organization or business. It works automatically and supports the compulsion of consistent, organization-wide records policies, simplifying compliance with federal, state and industry regulations.

If you have decided to switch on to ERM ( Electronic records management) , than you  should follow the following procedure:

1.    Develop an information governance strategy:  

 Before switching on to electronic records management system you need to design a very precise governance strategy containing the capital employed and all the content of the organization with deciding the criteria that who will have access to it and who will design it.

A precise governance structure or strategy might:

·      Influence employees to work efficiently and effectively as they might have the access of any information they need.

·      Identifies which user groups have access to the information and gives appropriate security within ERM.

However, Records management is a very critical part in the governance strategy, the organization might need professionals for the information who can incorporate records.

Before the implementation of an electronic record management system, it is very important to make a plan of who will have access to the information.

  Laserfiche has the best records management system software for organization’s around the globe.

        

Reorganize Documents with Laserfiche Workflow

When Laserfiche 7 becomes laserfiche 9, it was decided by Chesterfield County to reorganize their old repositories, which contains documents related to technology purchases and reorganized with Laserfiche workflow. Before the reorganization, the County faced few number of challenges, which have older or incomplete records.

Initially, the repository was meant to store only one type of document, for which everything get stored in a root folder. With the time being when other types of documents added in it, confusion was being created. The County had new plans for it. They wanted to create hierarchy of folders depending upon type of document, so that any type of folder can be stored. They wanted to create a single folder which contain all types of documents in hierarchal order, like a single folder contains all department folders and furthermore they are divided accordingly. Furthermore, they wanted to add numbers to the ‘status’ folder to follow the order of it.

Laserfiche workflow had the solution which moved all the documents into new folder. The workflow provides record management and provide route path to specific folder which is dependent on completion of the number of metadata. Now the documents are moved with “status” folder with all metadata within new folder structure. There is also a special folder which contains documents with partially filled in metadata, in which employees can manually correct the data. Documents with no metadata present in the folder which is named as “No metadata” This folder contains about 10 years old projects, therefore updating them with metadata is least prior. This workflow shows excellent record management system which provides complete document management in efficient manner.

Source: Reorganize Your RepositoryLaserfiche Workflow

The Tech Company That Promotes Balance in Work and Life.

Laserfiche, a leading technology company that promotes independent thinking and a positive attitude among employees with balance between work and life. The main goal of Laserfiche is to provide document management system and management of software that is designed for transforming paper documents into digital, this resolves the difficulty that may face by employees of companies in daily routine. Employees can also share the digital documents and managing their records without paper consumption. Altogether 350 employees are currently working at Laserfiche. It is situated near Long Beach which has plenty of advantages. Laserfiche focuses on creativity and entrepreneurial thinking where also employees are not supposed to compromise their personal life and family.

Laserfiche provides free lunches daily and keeps offices stocked with snacks. The company also provides bi weekly yoga classes and involve extracurricular activities to employees. With the benefits managers expect their workers to sincerely and full responsibility that brought new heights to the business.

Source: Laserfiche keeps tech employees happy with focus on work-life balance

Higher Education Challenges Are Now Resolving

The business Process Library is introduced by Laserfiche that is exclusively designed to provide record and document management services for educational institutions. It has pre-built forms-based business process templates which are designed to reduce the work load of organizations to deploy faster automation. It reduces the work of employees and also provides efficient record management system.

The Business Process Library has a large inventory of process diagrams, workflows, template fields and reports that can be reconfigured to an institution's specific requirements to aid such administrative functions as application review, transcript processing, changes of major or minor and diploma requests.

The BPL has flow diagrams, template fields and reporting system that can be easily configured according to institution’s requirement, to facilitate users like reviewing their applications, transcript processing, and other important functionalities. Not only this but for higher education package include the following features:

·                  Course add or drop requests;

·                  Faculty and staff requisition;

·                  FERPA authorization;

·                  Transcript evaluation; and

·                  Tuition payment agreements.

Functions can be customized so, for instance, some can be accessed on mobile devices and others cannot and to accommodate the varying demands for authorization. Once each process is complete, built into the system is archiving of documents on a predetermined retention schedule designed to meet compliance requirements.

Functions can be customized as per need; this system also fulfil the needs to meet requirements that are required for compliance. Like it has characteristic for record management, where the system can archive documents on predefined retention schedule.

Texas University is one of the pioneer user of Laserfiche which share the services across 11 campuses, 3 state agencies and a healthcare centre. They are very satisfied as they stated that Laserfiche BPL saves their employees valuable time which allows them to invest that time in other productive operational duties in efficient manner.

Source: Laserfiche Debuts Higher Ed Package of Business Automation Processes

What are the most highlighted benefits of using document management system (DMS)

Organizations will ask the benefits of document management systems to them before investing into new technology. But like any other tool Document management system DMS rests entirely on how to use it. There are several advantages on using document management system :

1.       Reduce mailing costs :

                                      It is the most basic impact on every organization, before the usage of document management system you will have mailing costs to pay. But after using this software you will have few costs or maybe no costs in some situations. The costs will reduce up to certain point which will affect the efficiency of the business and it will increase on higher levels.

2.       Enable staff to work more efficiently:

                                                            Efficiency can’t be measured through dollars but yeah in some cases it can be. The HR department might hire employees to manage the company increasing department staff. However using DMS the HR department will be able to automate  posting jobs on third-party career sites, data entry and filing. By automating these manual tasks the HR department was able to hold off on hiring new team members.

3.       Minimize the risk of Record keeping Fines :

                                                                       A quality DMS does more than just help you go paperless. Beyond eliminating the need for employees to take time manually filing records, it can also help you comply with recordkeeping requirements.

These are some major and highlighted advantages for any organization of the benefits of using and investing in Document management system (DMS). 

Source : 

5 Ways Document Management Systems Can Improve the Bottom Line

what are the basic Reasons to Manage Contracts with Document Management Software???

Contract management can be a paper-heavy and time-intensive process due to excessive contract length, revisions and approval steps. In addition, contracts must be stored in an easily accessible place so that they are available for reference at any time until they expire or are renewed. Here are five reasons why a document management system is a great tool for contract management.

1. Decreased Costs

Storing contracts in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

For example, Arquivo Digital manages contracts for vehicle financing in Brazil. By automating contract management, contracts can be scanned in at any location—including the depths of the Amazon jungle—and accessed immediately through an online portal.

2. Central Control

It is possible to store all versions of the same contract in one document, ensuring that the newest version is always the one being accessed and revised. Different levels of contract access can be granted to different individuals. For example, the legal counsel will be able to edit the contracts while the records manager may only be able to read the content.

For example, Fairfield Industries uses an ECM system to manage valuable contracts related to seismic equipment. The system gives the organization the ability to provide the landman with instant access to the documents he needs—while still protecting confidential information in compliance with regulations.

3. Improved Accountability

Electronic contracts stored in a repository can be accessed from any computer or mobile device. Making contracts so easily accessible leads to improved accountability over stipulations and conditions, since a contract can be viewed at any time. For example, United Road Towing scans all documents related to towed vehicles into an ECM repository and makes them available to its customers through an online portal. Customers can access the towing contract and all related documents on the same day as the tow, eliminating any confusion regarding the conditions of the tow.

4. Increased Productivity

Reviewing and approving contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

souce : 

https://www.laserfiche.com/ecmblog/5-reasons-to-manage-contracts-with-ecm/

What are the key benefits of Document management?

Document management is a software which stores documents easily in folder structures. Through this software we can find our documents in a précised and orderly manner, we can find our documents within an organized folder structures. It happens with all of us. Our documents get misplaced and we spend hours to find it which is time consuming, with the help of this software we can store our documents and review them on a long term basis.

Employing a document management software hosts certain advantages:

Document / File repository

It serves as a central repository for all your documents which can be accessed anytime, reviewed, changed and even share with others.

Anytime wherever access

With this document management software user can access their documents whenever and wherever regardless of any device used which is particularly handy.

Better organization

With tags, categories, sub categories, and meta data to mark your files and documents, and becomes very easy to recognize, organize for future.

Time cost efficiency

Employee efficiency is time saving and money saving because documents are saved electronically no manual work is required.

File sharing

With DMS, users get to share their documents with colleagues, regardless of their location. They control with whom to share documents with and files can also be shared through links or maybe publishes on web.

Document management allows users to gain high advantages by saving their important data and documents in an electronic and useful way for long term.