Managing files, documents, and records is not an easy task. Add 50 employees into the mix, and it can quickly become chaos. For your operation to continue running smoothly, it’s necessary to have a document management system in place. One thing many companies overlook when choosing a document storage system is the ability to track shared documents.
What is Document Tracking?
Document tracking allows you to see which users have accessed which documents. In our system, this means you are able to filter which data you see. These filters can be the date a document was accessed, the user who accessed it, the action they took while inside the file, and several others.
Compliance with Laws and Regulations
The United States has some of the most heavily regulated industries in the world. We have developed our document tracking system to comply with some of the most difficult regulations, such as HIPAA, SEC, and FINRA.
I’ve heard the analogy that businesses run like watches, with several gears and cogs. If any gear or cog isn’t working quite right, the watch won’t be able to accurately keep time anymore. By tracking shared documents, you can find out where processes are being held back and optimize workflow by working with specific parties to make sure everyone is operating at maximum efficiency.
It’s important to keep your employees accountable. Since document tracking allows you to see who has accessed which files, and what actions were taken while they were in the file, you can be sure your employees will start holding themselves accountable for actions they may not have held themselves accountable for previously. Next time you hear the words “I didn’t get that memo,” you may want double check and be sure.
Minimize Litigation Risks
Business organizations implement records management programs in order to reduce the risks associated with litigation and potential penalties. This can be equally true in government agencies. A consistently applied records management program can reduce the liabilities associated with the document disposal by providing for their systematic, routine disposal in the normal course of business.