E file document management

Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry. It also makes HR document management so much easier. Rubex is a SaaS system that operates from the cloud.

This means you can use Rubex from nearly any device with an internet connection. Security protocols allow you to work through the web with peace of mind. Encryption means you can connect without compromise and get your work done from the office, from home, or on the road. Poor HR document management makes the already complicated world of Human Resources much more difficult. Streamline your workload and reduce your costs by using the most secure, robust, and user-friendly HR document management software available.

To learn how eFileCabinet can help your human resources agency increase efficiency and compliance with ease, call us at , chat with us on this page, or fill out the form to request contact from a human resources efficiency expert. From the purchase to the implementation and training it took less than 3 weeks. We were ready to purchase a different product and in the final hour came across eFileCabinet. It not only fit our needs, it was half the price. Implementation and trainer was excellent and very accommodating.

Vice President of HR. This industry journey only scratches the surface of what Rubex by eFileCabinet can do. Document management software can do incredible things for your business, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money.

Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry. Work at the speed of thought, but without human errors. Automate redundant processes.

Keep all documents and files in one place. Eliminate lost and misfiled documents. Recurring hour data back up, secure Amazon Web servers, AES advanced encryption standard bank-grade encryption for data in transit in the mode of SSL Secure Socket Layer , and data storage with multiple artificial and physical points of presence are only just a few of the features comprising top-notch document management systems.

Additionally, the role-based user permissions feature of document management software mitigates the fear associated with the rise of internal data breaches, which comprise over half of all data breaches occurring in the past two decades.

Organizations failing to quell the rise of internal data breaches with their own solutions will fall victim to internal breaches in greater numbers. In , ransomware has also become a significant problem for organizations, but document automation technologies are paving new roads for organizations to combat ransomware attacks.

Many consumers went paperless before organizations did. There is some understandable confusion about how emergent, commercial-grade technologies like the document management system differ from consumer-grade, content management technologies. Many industry authorities are unclear about the differences even with the growth in popularity and innovation behind the technology.

For example, many consumer-grade cloud solutions, like Dropbox. These are affordable features to nearly any consumer. Since these technologies are simple extensions of a file server, many think an electronic document management system is akin to these technologies, functioning merely with the bandwidth of a shared drive one would find on a typical operating system.

However, this assumption does not do justice to the breadth of versatility and functionality that DMS employs. For instance, the only security the aforementioned consumer-grade technologies offer is a login form requirement. The flash drive, depending on the transactions of an organization, may need to be shipped via snail mail to a physical address, home or business, opening up the floodgates for human error in the snail mail process, such as sending to wrong addresses or potentially damaging the flash drive with poor shipping and handling.

For instance, DMS is designed to accommodate compliance from the organizational standpoint via built-in network security features, organizationally streamlined workflows, and highly encrypted client-sharing portals. These are useful for sensitive information in transit or at rest, whether internally or externally.

These features accomplish far more than the consumer needs—helping organizations avoid the lawsuits wrought by the interception and breaching of sensitive information. To put it simply, automated workflows lead to fewer business mistakes within an organization. Furthermore, DMS solutions, as enterprise-grade technologies , help retrieve the correct documents, forms, and data very quickly and support regular, automated backup to data centers with multiple points of presence.

The breaching of corporate or organizational information is near impossible with a DMS. These document management system-specific backup features also ensure information continuity for organizations in the event of natural disasters or office break-ins, whether occurring in a central or remote location.

Additionally, the storage capacity of enterprise-grade solutions is far greater than those of consumer-grade technologies. Therefore, although the typical document management system is more expensive than consumer-grade technologies, it has greater comparative cost-effectiveness as its features are designed to benefit entire organizations, not households.

Despite there being dozens of electronic document management system vendors across the globe for small to mid-sized organizations, most of these vendors only differ in terms of three buyer benefits: security, price, and usability; the importance of all three cannot be understated.

Additionally, these benefits pertain to the entire spectrum of DMS products: On-Premise, Cloud-based, online, hybrid converters, and mobile phone applications. What separates most DMS solutions from others in terms of information security is not only where data is stored to enable recovery in the event of its loss, but also how many physical and artificial locations in which the data is backed up—the gold standard being three for both types of locations.

However, most DMS vendors do not set up multiple physical copies of the data in On-Premise solutions. If organizations want to do that, in many cases, they would need to do it themselves. Before continuing, one caveat is needed, explaining the security essentials between data in transit and data at rest: Data in transit is the most at-risk data, and the best DMS products have client-sharing portal capabilities that help send sensitive information securely covering data in transit.

As a general security standard for document management and enterprise content management solutions, information should be stored in data centers or transmitted through technologies that have achieved one of the following standards or attestations:.

SSAE 16 is a more complete and dependable group of information security standards than what its security benchmark predecessor, SAS 70, offers.

Despite the accounting-specifics of this certification, it is of benefit for organizations in any industry. This standard ensures information continuity, accessibility, and confidentiality for things like asset management. SAS 70 Type 1 Attestation: This service auditor report includes description of controls and operating effectiveness. Equally annoying is scrambling around at year-end trying to find documents pertaining to company accounts for the accountant or even worse, the taxman.

Proper organization of digital documents is especially critical in a shared environment - if one of your employees is absent temporarily or permanently!

The potential loss of data issues with disgruntled, departing employees is one more reason to protect your business data. These file management tips will help you keep your files accessible:. Use the default file locations when installing application programs. Installing applications elsewhere is confusing and unnecessary. Place all documents under a single "root" folder. For a single user in a Windows environment, the default location is the My Documents folder. In a file sharing environment try to do the same.

Create a single root folder called "Shared Documents" for example and store all documents in subfolders inside the root folder. Having a single location for all electronic documents makes it easier to find things and to run backups and archives. Create other folders within these main folders as need arises. A folder named for a client might include the folders "customer data" and "correspondence".

The goal is to have every file in a folder rather than having a bunch of orphan files listed. Do not create complex, deeply-layered folder structures. Wherever possible use descriptive file names instead. Some operating systems such as Unix do not allow spaces in file or folder names, so avoid this if your computing environment is mixed.

Under Windows the maximum full path length for a file e. Give electronic files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look.

How will you know who the letter is to without opening it? If you are sharing files via email or portable devices you may want to have the file name include more specific information, since the folder information will not be included with the shared file.