Paperless Document Management for Legal, Medical and Human Resources
Managing documents is time extremely consuming. A typical employee spends nearly 40% of their time looking for information locked in e-mails, documents, shared hard drives and filing cabinets. Managers spend an average of 4 weeks a year searching for or waiting on documents that have been misfiled, mislabeled or just plain lost.
Document management solutions are secure online filing libraries for paper documents with the ability to give specific permissions to users, track the progress of documents like invoices, search for files, and quickly share files digitally. As data is stored in the cloud or on a local server, these solutions help to reduce any office’s carbon footprint, securely store files keeping them readily available, and create space in the workplace where old paper files used to be stored.
From accounting invoices to client information, online document management allows for the creation of searchable databases, looking at your data as a whole rather than searching file by file. Using e-forms or scanning in searchable PDFs to be stored via cloud or local server allows a business to function as a whole while allowing access at the user-level.
Legal case management flows with ease using paperless document management. Case files grow larger with discovery, depositions, court dates and confidential client files. Paralegals can initiate e-sign offs automatically, allowing time-sensitive paperwork to get to lawyers to sign electronically, without sending over or delivering an entire case file.
In law offices, lawyers and employees alike can often work off-site in courtrooms, police stations and in the field. Online document management allows everyone on and off-site access to the pertinent case information they need with varying levels of access and security available.
Medical records and documents can pile up fast, and need to be stored securely in accordance with HIPAA regulations. The right document management solutions for medical needs accomplishes this and helps in other ways as well.
Any medical office can benefit from using an online document management system and increase their office’s workspace as well as improve time management. Searchable files would allow for cross listings among patient names, appointment dates and conditions and are stored safely online with HIPAA standards intact.
Most businesses have a Human Resources department that is bogged down in paperwork. New hire packets, insurance info, benefits packages, non-disclosure agreements, and more can overwhelm even a small HR Department with files and paperwork.
Using an online document management system, an HR staffer can send non-disclosures directly to new hires electronically for e-signature, saving time and paper. Revisions of an employee handbook can be sent and stored for all to access while sensitive insurance information can be accessed per employee with secure log-ins.
Cosmotronics can assist you in finding and implementing a custom online document management solution. We offer both server and cloud options, all with formats allowing your business to keep continuity and safety features across all levels of access, you’ll enjoy savings as well as peace of mind.
Call Cosmotronics today and let us know how we can assist you with your business’s document management needs.