The Digital Document Management System: A New Summer Business Continuity Tool

If you want to succeed in 2017, you’ll need a summer business continuity plan, and most likely a digital document management system to facilitate it.

Give Your Office Its Beach Bod Before the Seasonal Business Booms

Shedding pounds to sport a healthy bod at the pool has more in common with how a business should function during the summer than one may initially think.

In the rain, wind, and snow of the fall and winter, the paper hoarding mentality results in piled up files and office hibernation.

If you want to sport your office proudly during summertime for both visitors and clients alike, you’ll have to shed a few pounds in filing cabinets, folders, and other paper-based material.

Ensuring Business Continuity Plan (BCP) Standardization

What are your mission-critical business functions, and what supports them? Any mission-critical supporting business function that either depends on or is rooted in document workflow or process in the summer season should be supported by a digital document management system.

For businesses unaffected by seasonal changes but subject to stringent compliance standards, this involves answering 4 seasonal questions:

  • Do rates of external data breach rise in the summertime?
  • Do rates of internal data breach rise in the summertime?
  • When are SEC or other auditors most likely to engage in a business audit?
  • Who should be responsible for digital document management system administration?

For businesses directly affected by seasonal summer changes, or businesses that only run during the summertime, ensuring business continuity plan standardization (BCP) will entail answering the following questions:

For instance, if you’re a consumer goods packager and manufacturer, how will you tabulate the information contained in documents necessary to sell a seasonal product to not just the store to whom you pay a slotting fee, but also the consumer to whom the store will sell your product?

  • How can I ensure employee (or personal) vacation time doesn’t interrupt operations?

Why a Digital Document Management System = Labor Continuity During Summertime

Those who own businesses know that labor and the complexities accompanying it account for a considerable portion of revenue. To stay in the black (or reach the black during summertime), the new wave of digitization affords, but also demands that workflow never sleeps, especially considering the increasing demand from workers to maintain a work-life balance—this demand felt most acutely during the summer season.

However, a digital document management system can reduce the strain of a phenomenon that is already growing in popularity—the consumerization of information technology.

This trend highlights how business owners are letting workers bring their own devices to work to log in to company systems or use their data.

While this scales back on IT infrastructure and networking costs, it does pose security threats without a digital document management system in place to secure a business’s information.

Bringing Mac and Mobile Security to the Summertime Picnic

With a digital document management system in place, there are also numerous devices on which it can work, and the diversity of devices on which cloud document management works strengthen document management’s role in the summer continuity conversation.

For instance, businesses can bring bank-grade encryption and socket layer security in file sharing to cellular devices, and for free.

Once a business owner or department head purchases a cloud-based document management solution from eFileCabinet, he or she is eligible to receive a free mobile solution with the $50 per month purchase of the cloud-based solution itself, and these mobile applications are compatible with iOS and Android.

And, eFileCabinet’s cloud-based solution is Mac-compatible, meaning business owners can cut IT costs without sacrificing security by having workers bring their own devices (BYOD) to the office.

Can Your Business Survive a Natural Disaster or Office Break in?

The Federal Emergency Management Agency (FEMA), states that nearly half of small to mid-sized businesses never reopen after a natural disaster uproots, strikes, or floods them.

This is, in large part, because most businesses are still relying on 20th century mediums to conduct business in the 21st century—filing cabinets, folders, and stacks of paperwork. After all, paper documents aren’t much to hurricanes, tornados, and floods.

This hinges on geographic location. For instance, although a tornado can hit during any time and in any month, the Northern Plains of the Midwest experience tornado season in June and July, and the Atlantic hurricane season occurs for nearly half of every year, beginning in June and continuing right up until December.

That means tornado and hurricane seasons are underway.

A digital document management system houses all data in an undisclosed location, making all work saved and made redundant in an off-site location with SSAE 16 Certification, ensuring your business’s summertime continuity in the event a natural disaster strikes.

What will you do to protect your data?

Why A Digital Document Management System Mitigates Office Break ins

The months of August and July have the most burglaries, and businesses are not exempt from this phenomenon.

How many films have you seen a perpetrator break in to an office and gain access to paper-based information?

Probably far more frequently than someone breaking in to an office to hack digital records. Although most of these scenes are fictional (excluding Watergate documentaries), these depictions of office thievery are telling, yet don’t capture the concept of data breach in its entirety.

Most (slightly more than half) of all data breaches are executed by internal employees of the breached company. This’s why it’s so important to have role-based user permissions in place for every digital storage solution; otherwise an employee’s malicious intentions can go unnoticed for such long periods of time that by the time an authority recognizes the issue, it’s already too late to recover the information.

That’s why digital records, when stored within a digital document management system, are impenetrably safe, especially if two-factor authentication is used.

Understand How the Business Model Changes, and Account for it at the Document Level

If your business or department is affected by seasonal changes, such as a carwash or summer property rental, there will be a heightened influx of documentation to accompany the seasonal boom.

Without a digital document management system to leverage efficiency and security, you’ll be inside managing paperwork while others enjoy the sunshine. And who wants to do that?

Are you ready to give eFileCabinet a go? If so, reach out to us today.

By | 2017-06-14T14:52:37+00:00 June 13th, 2017|
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