ECM's are becoming more and more important in the age of data. FIlebankINC's ECM’s are robust and secure. They provide the accessibility across a school district. The software ensures sensitive student information is secured and in following compliance regulations.
Data is a buzz word now for a reason. The amount of information, paper and digital, we are receiving and sending at any given time is exploding. The traditional ways of storing information no longer works. Technology keeps making leaps and bounds every day, but most business operations are not able to keep up with how their data is managed. As a result, they lose an important competitive edge with the businesses who are savvier with document management.
Government regulatory industries still require that certain documents are kept for their life cycle. And if any of these records are in paper format, they need to be stored and archived properly. Storage of these documents is paramount, but also the scanning of these documents so that they remain beyond their legal life cycle may be important for your business as well.
In order to be safe confidential documents should be stored off site to protect against loss, theft or fire. The traditional “office” has been disrupted by shared office space or some staff even working from home. Some businesses may not see the need for more physical space and will save money on rent. So what happens to the paper documents that still need to be kept?
The new office space offers challenges; it’s best to keep any documents off site at a storage facility. At FileBankINC our storage facility is climate controlled and highly secure. We archive for any regulatory due diligence. We also scan those documents that should be kept after their life cycle or destroy by shredding them. that require any type compliance shredding and offsite storage of paper records not only strengthens business retention processes but also improves security, accessibility and regulatory due diligence. The service is FileBox™ and it's an inventory for inactive paper files.
Offsite storage can help by:
With the right Enterprise Content Management (ECM) solutions, like at FileBankINC, you go paperless, simplify administration processes and reduce the cost of document management. We help you to organize, prepare for compliance issues, audits, shred, and secure your critical records in our climate controlled vault, while providing you with automated access. You and your organization will have more freedom to focus on your business and what you do best.
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Is your company prepared if a disaster were to strike? A disaster could mean many things, systems crash, theft, or a fire. What would you do if you lost critical information. Disasters can happen instantly and without warning. Many companies cannot handle a disaster because their data is not stored properly.
Disaster preparedness should be on the top of everyone's mind. You should have a reliable electronic system in place that can store, backup and manage your records and information. No one can guarantee that a security breach, human error, hardware failure, natural disasters, or other unforeseen factors won’t affect your companies’ critical systems. However, having an Enterprise Content Management ECM Solution protects all of your confidential and legal documents. An ECM greatly increases the odds that your platform and the software running on it won’t be compromised.
There are certain legal and government regulations that require businesses to retain a certain amount of information to meet government standards. For example a company has an obligation to archive records for the IRS. This means that your ledgers, receipts for expenses, and many other financial documents need to be retained for anywhere from 7 to 10 years
Outside of the fact that a business must have up-to-date records; a good retention program avoids documents getting lost and can save a lot of time and money.
Here are 3 powerful ways an ECM can help your business to stay on top of it's data.
Let us know how we can help you retain your documents and records. We have several different products and services that can be customized to fit your need.
At FileBankINC we're more than just a Content Management company, we customize all of our solutions with the needs of our customers. Our wide range of services means you can be assured that all your data, physical and virtual, connects seamlessly across your different systems. We are dedicated in bringing quality service with speed, accuracy, and with the highest level of security.
Industries must keep data for compliance and legal reasons, and now with electronic data the amount of information is insurmountable and overwhelming.
For brevity sake let's address Educational institutions, and their need to keep student records for the duration of a student's education. Some information, such as college transcripts, may be held for many years. Data is not only for record keeping, but with the information that schools now have on students lives and their studies, it can inform them on how to improve their educational programs.
However, on the other side of the coin, information like this poses a serious risk. If a social security number is leaked, a person's life can be destroyed in an instant from identity theft, for a company the threat is multiplied. In 2014, Target was the unfortunate victim of a massive cyber attack, nearly 70 million people's personal data and credit card information was stolen. Having the proper technology in place, like an advanced and cyber secure ECM could have thwarted such an attack.
In addition, depending on the legal requirements data must be held for a certain amount of time, after that date it must be destroyed. However, electronic data poses a new challenge and a significant problem if not addressed correctly. Many educational institutions are using Enterprise Content Management Solutions to improve their deletion issues. Duplication is a problem, but An ECM captures and organizes all of a student's information in one central repository.
There are many electronic data storage technologies out there, however, they are not all equal and not necessarily resistant to loss, or worse information being hacked. An ECM has highly encrypted technology, making it impossible for "back door" hackers to steal information.
Also there's always the problem of paper documents and records filed haphazardly. An ECM quality company will pick up and provide on-site archival storage in a vault-like setting, along with destruction services once the information is no longer needed for compliance issues. Archiving documents is more than just simply storing them, it's making sure that the compliance and the retention schedule is adhered to.
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Enterprise content management (ECM) solutions organize, manage, and distribute content such as documents, sensitive employee records, health records, surveys, invoices, product information, and just about any online correspondences. Companies that utilize ECM's can store, track, edit, and collaborate on content while maintaining a high level of security. People at every level of an organization can access and share information using an ECM.
Companies, Government Organizations, and Educational institutions are using Enterprise Content Management (ECM) with impressive success. ECM's span a wide variety of systems, strategies and tools that are designed to improve organizational and operational processes. ECM's essentially capture, manage, preserve and share information across an entire network.
Driven by the need to control exponentially increasing amounts of information that resides across the enterprise, many organizations are looking to create order among content chaos by leveraging ECM and document management solutions.
Here are 5 ways to increase ROI with an ECM:
1. ECM's saves time by improving overall operational processes by digitally capturing valuable data
2. An ECM organizes and manages your data, so it's always easily searchable and retrievable
3. ECM's archives & preserves documents & records for regulatory compliance that happens at regular intervals.
4. They deliver & share important information with your team at any time for more of a successful collaboration. You want your team on the same page
5. They secure your data with the highest level of advanced encryption for maximum security
Bottom line: FileBankINC ECM cloud tools help organizations to sustain & grow, without an ECM you're hurting your bottom line.
No question, ECM tools help organizations of all sizes and in all industries better organize their structured and unstructured data in an effort to better manage and harness an ever-increasing amount of content.
An effective ECM solution will reduce the time, cost and complexity associated with storing, locating and collaborating on documents and data. An effective ECM solution will improve operational efficiency and access to critical content, as well as address any quality and compliance and government requirements that may arise.
In the past several years, there have been many studies on how ECM's and document management solutions, like FileBankINC's can help companies to grow, improve operations, protect against hackers, and secure valuable information.
We can help you with your ECM needs. Contact us or feel free to drop us a line firstname.lastname@example.org
Step in the 21st century
Recently, we showcased FileBankINC ECM solutions at the well attended PASBO (Pennsylvania Association of School Business Officials) conference. Pasbo is an event focused on the business side of education, and we met a lot of people interested in new ways to streamline and protect information, such as with an ECM.
An ECM tracks information so you stay reminded of important data. School officials are starting to realize that filing paper documents and records are so "old school". They are becoming very interested in technology that can help access, intuitively organize, and safeguard personal and confidential information.
"Paper documents are fast becoming a nuisance for data management for K-12 schools and higher ed institutions. Also, universities are a major business and if they want to function at an optimal level and remain competitive, they must automate or else they risk staying current."
Enterprise content management solutions allows k-12 and higher education to keep their information current, organized and keep everyone who needs to be on the same page.
ECMS saves money in the short run and the long run
According to many experts in the education field, For K-12 school districts and higher education institutions, budget constraints and increasing requirements have made “do more with less” the mantra that drives their day-to-day administrative operations. However, this old axiom can cost thousands and even millions in the long run.
Unfortunately, schools systems are often are the laggers in catching up to technology. They are outdated in storing records. Considering the operational costs of paper documents; the amount of time that is spent by administrators, and the space to store them can be a bit overwhelming. There is also the threat of physical documents being lost or destroyed. it’s really clear why it's time to reduce the burden and the cost of storing needless amounts of paper. In addition, even if school systems are using cloud platforms to store data, they are not intuitive enough to store, manage and handle the influx of information.
However, there are educational institutions that are expanding their paperless initiatives by turning to new business process technologies such as an enterprise content management (ECM) to help control the flow of information, as well as streamline processes, save money, and bring their students & staff more ease and overall efficiency.
ECM's Provide Data Support
K-12 school districts and higher education institutions often rely on a variety of software systems for a host of operational processes including HR, finance, student records and teacher contract management. Through the use of business process automation solutions such as an ECM, essentially a repository which helps consolidate content and data. ECM's capture information once and intuitively send it out to multiple channels. This reduces the need to input the same information into different areas and reduce the risk for inaccurate data.
For many universities are adopting this solution. ECM which acts like a single repository has been key to helping reduce the onslaught of data by administrators, teachers and students. With an ECM information such as student personal and academic records are kept private and safe. Not too mention, a student has the right to access their information on demand.
Keep An Open Network
Communication is key when many types of data is being used, such as teacher contracts, personal leave requests, students grades. Let's face it information like this play an important part of a school's business process, without them administrators are in the dark. Continued reliance on paper and manual processes often lead to many issues that can cost time and money.
Through secure business-process automation connection among everyone becomes easier and it's facilitated between those parties that need to be involved. In the end, this promotes smoother workflows and provides tracking of content that's needed in order to run the day to day operations.
Simplifying Compliance and Retention
ECM's are one of the most important tools for meeting compliance goals, according to Apoorv Durga, a senior analyst at Real Story Group. Educational institutions have compliance and record retention issues continually,, whether they’re dealing with paper or digital documents. Local, state and federal laws are constantly being modified and staying on top of this can save many headaches. ECM's are powerful to use since they consolidate such regulatory content into a ECM. Now with such technology, institutions can streamline and standardize their content storage, protection and destruction process.
An ECM system automates the retention and destruction of documents based on your preset schedules. An institution can set retention time periods based on federal, state and local regulations. You also have less documents being destroyed by mistake.
As data management becomes increasingly complex for educational institutions to manage ever-changing systems, inter-departmental communication and compliance issues, ECM's can create a virtual paperless environment while increasing efficiency and productivity.
Let us know how we can help grow your business needs.
We are super excited to be showcasing FIleBankINC Enterprise Content Management Solutions at the upcoming Pennsylvania Association of School Business Officials PASBO 62nd Annual Conference at the David L. Lawrence Convention Center in Pittsburgh, PA, March 21st through the 24th.
We are also pleased to announce that we will feature two raffle opportunities available only to those who stop by the FileBankINC booth:
Raffle #1: A bottle of Tito's Handmade Vodka loved by spirit connoisseurs. Tito's is micro-distilled vodka and is often compared to fine single malt scotches and high-end cognacs. The winner will be randomly drawn at the FileBankINC booth in the exhibit hall on March 23rd.
Raffle #2: This lucky winner will be randomly drawn on March 23rd as well, and will have the opportunity to win up to $5000 worth of Enterprise Content Management Storage at our vault-like facility in New Jersey. Storage like this allows organizations to cut costs, produce a more accurate trail, and to ensure the secure retention of an organization’s information asset.
Register to attend this informative and innovative conference: PASBO
FileBank is an Enterprise Content Management Company with over 30 years of experience in organizing and managing documents and data. We are the premier source for many educational industries for: digitizing files; developing department E-forms; and creating efficient company workflow.
FileBank's "Jump to Digital" service offers 3 simple solutions for a paperless environment. Find out more.
We look forward to meeting and sharing with you the benefits of what expert document management should look like.
Think about all the information we receive in a day, and how much of that data goes unread or lost. One of the quickest ways for a company to find a solution for mass amounts of information they receive is having a central and secure place to store and organize data, so it's easily retrievable.
ECM's are widely used in any size company, commercial, growth, government, non-profit, and educational institutions.
Let us know if we can help. We have a dedicated team to make the information transition a successful one.
A-Cabinet™ is an analytical system that works with you and it's one of FileBankINC's most popular service.
This feature is an information analysis platform that not only makes your entire body of both virtual and physical information assets searchable, but that turns these assets into actionable intelligence.
Imagine that you could search all of your students records in one place which include their standardized test scores last year versus this year, along with any other pertinent information, and review the output in a graph. Or that you can search all information relevant to municipal streets projects that have taken place over the past five years to analyze the vendors and related costs to estimate for future budgets.
These examples and nearly any data scenario you can imagine is possible and right at your fingertips with FileBank’s A-Cabinet™ Solution.
Because of the technological age we now have access to information like we never had before and having it is power and sharing that knowledge is even more powerful. However, government enterprises are often inefficient in how they store and share information. Too often, the problem lies in the absence of reliable systems.
Also, Sharing the right knowledge with your team is an integral part of operations, and helps government agencies thrive. FileBankINC has helped many government agencies across the nation to revamp their data storage through robust Enterprise Content Management (ECM) Solutions. ECM's are more intuitive than other cloud instruments, and are helping organizations to deal with the challenges of how they are receiving and retaining information.
ECM technology is transforming the way various government offices from Department of Justice all the way to the Labor Department deliver their content and services. As a whole, the way in which we receive information is constantly evolving and ECM's are forging the way how we access, keep and safeguard data.
"Overall, an ECM has excellent ROI as it saves time and money by organizing and managing information. Improving overall productivity and citizen engagement, which is of central concern to the government."
Government agencies have more and more sensitive information available at their fingertips, and it's important that agencies organize paper and virtual information safely. The right software program is crucial. Any breach of privacy can wreak havoc because of the high level of information that the government has on its citizens.
Rather than always dealing with data manually, an ECM software program helps the central, state and local governments to save time and money and allows them to focus on pressing cons such as compliance procedures, team productivity, securing highly sensitive data and setting more efficient goals. A ECM also helps in the storage of physical documents for compliance and regulatory issues and sets date on when that data should be destroyed.
Here are 3 compelling ways that an ECM system can advance any government undertaking.