We know going digging through multiple filing cabinets until you find the right employee record is a pain. It can break the flow of a meeting if you need to pause and go looking for a file, and if the record happens to be misfiled it could mean hours of browsing through every folder until it’s found.
Increasing accessibility to records is one of the goals of document management, and it does it through intelligent organization and sophisticated optical character recognition (OCR) technology. The first step is obviously to digitize employee records to make it a simple matter of searching for documents on the computer, but Rubex takes it a step further to make records even faster to find.
While files are correctly categorized and placed in the correct folders for easy browsing, you can instantly pull up the exact record you’re looking for with just a few search terms. Normal file explorer interfaces can only search for the file name and a few other factors, whereas Rubex is able to conduct full-text searches with OCR. You can search for documents using any text within the document. If you’re looking for a form, like a payroll slip for a specific employee, all you need to do is type the name and any other identifying information like the name of the form.
Your company documents are made even more accessible thanks to the cloud, which allows you to access your records from any device, anywhere. The eFileCabinet mobile app allows you to pull up documents and even upload records using your phone’s camera.
Despite having plenty of convenience and accessibility baked into the platform, security is still the priority. In accordance with many compliance standards, group-based permissions are used to keep most documents private and only accessible to the users you as an admin authorize. Private health records or background checks can be sectioned off from the rest of an employees information and won’t even be visible to unauthorized users in the system.
Externally, you can secure your system with several optional features such as two-factor authentication that requires the use of a mobile authenticator application. You can set password complexity standards to ensure your users create strong passwords with a set amount of special characters.
Rubex makes it possible to have the best of both worlds – a central location for your documents with convenient access plus bank-level security features to keep your employees’ info private and your office compliant. To see Rubex in action, fill out the form below to view a free demo.