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Locate documents in an instant - Docsminder helps ensure the maintenance of an accurate register of all documents within the organisation.
Powerful and flexible search functions ensure that any file or box can be located within a matter of seconds. No
more wasted hours searching for lost or misplaced files.
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Secure vital corporate information - knowing what documentation is stored, where it is stored and who has access to it is the first step in managing
the security of vital corporate documentation. Having confidential information fall into the hands of competitors
or disgruntled employees is an all too real threat to most organisations.
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Protect against expensive litigation - in an increasingly litigious world organisations need to guard against potentially expensive litigation
relating to contractual obligations, public and product liability, workplace health and safety, claims of unfair
dismissal and sexual harassment/discrimination to name a few. Contractual documents, maintenance records,
training records and insurance policies are just some of the documents that organisations must ensure are
available when required.
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Reduce workplace injuries - failure to implement an appropriate tracking and management system devoid of periodic disposal reviews
invariably results in overcrowded archive storage rooms filled with over stacked and unstable boxes. The problems
with such hazardous storage environments are compounded when staff (often clerical) have to shift heavy and
unstable boxes in an attempt to locate and retrieve a file, at considerable risk of injury. Docsminder ensures an
accurate register to help avoid this scenario. Storage area management and timely disposals also help keep the
storage room in check.
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Reduce staff headaches - responsibility for management of the organisation's hardcopy documents is, rightly or wrongly, typically
'tacked' onto the responsibilities of already busy administrative staff. When already busy staff members are
forced, through lack of a workable management system, to waste time tracking down lost or misplaced files their
stress levels become quickly elevated, contributing to reduced job satisfaction and productivity.
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Ensure timely disposal - typically organisations are reluctant to dispose of documentation because they are unsure precisely what they
store and how long they are required to store it for. Docsminder takes the guess work out of the process by
building in automatic retention scheduling of documentation. Docsminder also has a convenient disposal reporting
feature that enables the user to quickly and easily review documents that have outlived their useful life and
authorise their disposal.
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Control user access - Docsminder controls access to the vital information it manages by setting user authority and permissions. The
system administrator can quickly configure the access rights of selected users to provide them with authority
over the management of documentation that is relevant to them. Information not relevant to the user can be easily
hidden from view. Control over how information is recorded and applied is also managed via the setting of
function/screen access rights and read/write permissions to ensure accuracy and accountability.
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Focus on business - management of hard copy information, whilst vital to an organisation, should not consume any more of the
organisation's resources than is strictly necessary. By effectively tracking and managing the records of the
organisation's past transactions, staff and management are free to focus on those issues that contribute
positively to the growth and prosperity of the organisation such as customer service, product development, sales
and marketing to name a few.
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Save money - Producing more with the same or fewer resources is the objective of every organisation, whether they be public
or private, for or not for profit. Many organisations typically give scant regard to how their hard copy
documentation is managed, and consequently are largely ignorant of the risks and substantial costs that flow from
ineffective management practices. Costs result from loss of staff productivity (time spent searching for lost or
misplaced files as well as work satisfaction), waste of valuable storage space or fees from commercial storage
centres due to hoarding of expired information, or litigation that could have been avoided with accurate
documentation.
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