Document Management Security

You never hear the importance of Document management security, rather everyday you hear of stories on how the next big company was operating just fine and making all the improvements they needed to succeed for the next upcoming year then all of a sudden a security break in to customer records occur and everything comes to a halt. Many companies never plan for such an event and likely when something like this occurs end up losing weeks if not months of payroll just to have a cleanup occur in place. PinPoint realized this was a glaring issues within all corporations and we took the exact steps and procedures for your company to rest easy at night knowing if anything happens with a external or internal violation, we have it covered. We allow high detailed security policies come to life while managing and recording all actions that are ever done within the system, giving an ease of mind for the company to do everything else that is required. We know that preparation is never exciting, nor is it fun to spend money on something that you don’t ever expect to have happen but realistically security break-in’s happen everyday globally. By preparing for disaster, not only is your company ever going to hit a speed bump but as well this allows for your company to not have to spend possibly ten times the amount a normal document disaster recovery plan would cost you. Did we mention your staff doesn’t have to do a thing as well? If disaster strikes, all you have to do is let our technical support staff know about it and we will send you all the documents, records, and metadata you ever stored allowing you to quickly restore functionality and continue with your everyday processes.

Document Management Systems Cost Savings

Document Management Service (DMS) Cost Savings Are you wanting to save money for your business? There is quite a few ways you can go about saving money. One of the best and easiest ways is to use file management software. This software allows you to save money in a number of ways No matter what type of business you have. File management software is a crucial piece to cost savings. If you were to use a paperless management system, you can save on the cost of storing, printing, labor, time and more. Cost Of Storage Using a paperless system eliminates that need for storage rooms and physical filing cabinets, allowing you to fill expensive office space with workers and equipment. Not only will you save money on the physical costs to maintain and store documents, but you will save on the cost of labor needed to manage physical storage of documents. Cost To Print and Copy The cost to toner, paper, carbon copies and copy machine and printer maintenance can add up very quickly. These expenses are no longer necessary. If you were to eliminate things like making multiple copies of a single document and printing every document, you will save substantially. Cost In Labor Electronic management, the cost associated with filing, searching and maintaining a physical structure is eliminated. In a document management system all documents can be accessed by all the authorized individuals in an organization no matter where they are located. There is no need to email, Fed-Ex or fax sensitive documents. Business Efficiency Tasks can be completed faster in a timely manner through workflows, which can be optimized efficiency. If you were to have automated workflows, files can instantly be passed to the right people. Workflows can also lead to quicker payments from customers, with a […]

Document Management Procedures

What Are Document Management procedures? Document creation Who creates a document and how a document is created, are determined by the document is created. Document review and approval Who reviews, and approves a document and how modifications are recorded. They are all spelled out in the the document control procedure. This also includes quality assurance principals that require documents can be reviewed for accuracy. Document Revisions After a document becomes final and approved they often will need change. especially for the future. These type of procedures can identify who can initiate or request revisions and who can implement them. Document Publishing When documents are final and approved the document management procedures define the steps of how and where a document is published. Publishing requirements may indicate or request revisions. Document Obsoleting Obsoleting documents or their removal from availability, is another process outline in document control procedure. Benefits Of Document Control Procedures You want to make sure everything is up to date. Also, it is important that the document you are using is approved and being used as a key benefit of document control procedures. If there is documents that are out f date or no longer accurate, can cause issues. It’s good to keep them up to date so there will be no issues One thing that is important is, Unapproved, or out dated procedures, uncontrolled documents, inaccessible or lost files are some of the more prevent audit finding that can occur without control procedures.

Legal Document Management

How Document Services For Legal Offices It is not unusual for documents to overrun legal environments. The volume of files and other papers used on a daily basis overwhelm a lot of legal professions. PinPoint saw this issue developing more and more every single day and we have found your solution. We have created our Document Management System that resolves all issues and take your responsibility of legal document management and make them a thing of the past. Document Life Cycles Each case is different. Each document, in a legal setting will have a different life cycle. Some Legal Document Services for legal offices allow users to determine how to appropriately approach to find the right life cycles for individual documents. This makes it more simplify for Legal professions to maintain accurate records. Simultaneous Collaboration It is pretty rare for court and legal documents to remain in the care of one person. Files get edited and reviewed. Thanks to document management platforms, people can collaborate. You must up to date your document system every time you log in. No transfers, emails or copies required. Efficient Preparation for Discovery When courts require proof of documents and other files related an analog system requires days or weeks to prepare. Legal profession spend countless hours dealing with many documents. Document services for legal offices remove that hassle and allow any user to access any case related documents immediately. If you’re interested in learning anymore, contact or schedule a quick demo with us now to show you how we can solve your everyday struggles.

Document Management Must Haves

Document Management Must Haves for Any Business Security Features All Organizations Need In a Document Management Security and data backup are becoming imperatives to the document management. With data breaches on the rise and organizations stymied by natural disasters. Many Organizations do not implement security measures as needed due to demand for other things right off the bat, especially among other startups. It is very important to take take steps forward to improve your organizations security habits. PinPoint, is very good at helping with securing data and make your organization improve your data stability throughout it’s lifespan, taking the issues away from your everyday work. Digital Archiving and Automated Deletion Digital archiving is just a small part of what a Document Management System includes. By allowing hands-off document storage, you allow your team to be effective at any other task. Retention is a concern for many businesses which have to follow strict compliance commonly saying you must archive documents either for a extended period of time or rather sometimes permanently. PinPoint allows your company do all of that without much of the work, just set a rule up one time and let us take care of the rest. With an archive of documents, retrieval of those documents is commonly needed. Allow PinPoint to take care of quick access and retrieval. With a Client sharing portal, it is the most secure and fitting way for organizations for interchanging types of sensitive information.