Over recent months the opportunity to reduce office space and their ongoing costs has come into focus for many businesses.
A continuing move to flexible working and a reduced reliance on desktop computing has provided a unique opportunity to evaluate working practises and the environment needed to prosper.
Whilst many employees are no longer making the daily commute to the office, their need to access information critical to their work remains the same.
This is where electronic document management comes into its own.
The case to move away from traditional paper-based filing has been made many times in respect of logistics and the amount of time, space and money required to maintain a paper archive. However, the move to remote working has brought into focus another very important considerations, not least that of security.
The time old concerns of fire and flood have increasingly been replaced by those of day-to-day data security. This was of course not such an issue when both files and employees were office based, but what now when information is required by those working away from the office?
To both counter this concern and of course to provide remote access to filing, businesses are increasingly looking to cloud based solutions to securely manage their important information whilst allowing easy access to those with the necessary access permissions.
This news may be nothing new to you, however you may have up to now been put off but what you understandably consider to be both logistical and cost issues. This is where BPMS can help you.
So, what are the steps to achieving a better, more secure way of working………
Turn your Files Digital
Obviously, no cloud-based system will locate your filing if it remains in paper form in filing cabinets. First it needs to be converted into electronic media.
You may consider carrying out this exercise in-house but who will complete the work, will this detract from their normal duties and how will you control the quality of the end result.
At BPMS, we maintain a state-of-the-art document scanning facility, capable of delivering more than 1m high quality images per month.
- Each of your files will be scanned to BS 10008 as an absolute facsimile of the original, regardless of page size, be they colour, black and white or a mixture and are guaranteed to be legally admissible. You may choose any file type, typically PDF, JPEG or TIFF.
- Files will be titled in accordance with your protocols and fully OCR’d (optical character recognition) to enable you to search across any aspect of a documents text, together with the documents title of course.
- Once scanned files can be returned to you by the method of your choice, be this via encrypted USB or via secure SFTP.
BPMS ONLINE Let’s you Work Smart
Whilst converting your paper files to those of electronic media is a significant move forward, it is only part of the solution in providing a coherent document management environment.
Yes, you will be able to clear vast amounts of in-house storage, space you can more profitably utilise for other means, or indeed scale down your accommodation to reduce costs, however how do you find the files you require?
BPMS ONLINE ensures that all your critical filing is located within a single cloud environment and is only available to those with specific permission granted access.
Here’s how
- Accredited users can retrieve their filing precisely, wherever they may be and on whatever device to make remote working both possible and easy.
- Files may be located either via their title or any aspect of their text as ALL files are fully OCR’d.
- Permission driven access ensures individual users can view ONLY those files relevant to them.
- BPMS ONLINE is maintained and backed up ONLY on UK based servers to the highest GDPR
- Simple search functionality is guaranteed from a user-friendly dashboard.
Now is the time to go Paperless
You may have been toying with the idea of going paperless for some time but recent changes in working practises and a general desire to do things better have brought things to the fore.
Let BPMS work with you in delivering your aims in a sensible and cost controlled manner. The systems need not be complex, but the benefits can be huge.
Give our expert Team a call today on 0333 772 1631
