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Document Management and Remote Workers
Your company has already suffered from budget cuts, and you have transitioned a portion of your employees to “virtual” home offices. The LAST thing you need is to feel insecure about where your business files and information are as they leave the company network. So how do you protect your valuable documents with remote workers? Here’s a checklist with the most important aspects to consider when looking for an affordable and secure solution for information access and file storage:
Implement a secure, online document management solution that allows your remote employees to access company documents from anywhere with an internet connection. This encourages workers to save and access documents through an online repository instead of storing information on their personal laptops. With the right document management software, you can restrict employee access wherever, or whenever necessary.
Strong authentication and encrypted information is the key! Stick to the systems that require secure log in access, and that encrypts information when traveling across the web. Because everyone forgets to always log out of applications when finished working, be sure to implement a system that logs users out automatically after a designated amount of time.
Use the administrative controls offered by the document management software to restrict access on a document level. Users should only be able to access, view or modify the documents that they have rights to. This allows you to set up secure virtual teams who don’t have access to all your documents, just the ones they need in order to do their jobs.
Monitor document edits and changes by individuals. This not only keeps you informed of what is going on in your business, but also is useful for audit compliance. Never worry about last minute audits or discovery; always know the history and changes related to your documents.
Allow for online collaboration. One of the biggest challenges you will have in transitioning your employees to a remote office is collaboration. Without the opportunity to walk down the hall, or gather in a conference room to discuss a contract, proposal or any other company information, it will be challenging to collect information from a group to create final versions. Luckily, the right online document management system can help you overcome this challenge by providing an easy way to upload information, collaborate and track versions of each change within the document. Never again clog up your inbox with attachments, miss an edit, or worry which version is truly the FINAL version.
Managing employees remotely has its own set of challenges. By automating workflows, you can make sure that your remote staff is productive. You can push work or documents to remote employees and populate their task lists automatically. An automated workflow ensures that your employees are working on the priorities you set and still maintains control over your business documents.
So while budget cuts are a reality in business today, your organization does not have to suffer. With remote workers, you do not need to put your confidential information or intellectual property at risk. Using document management software via the web helps make sure that your remote staff is productive, and that your information is secure. Best of all, document management on the web does not have to be expensive because it’s delivered as software-as-a-service.
Increase your productivity with electronic document management. Visit DocuVantage to find the best advice on implementing a document management system.
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Thanks for posting this article. It’s very useful for me.
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