by: Marla DiCarlo, co-owner and CEO of Raincatcher
If you’re an HR professional or a hiring manager at a college or university, chances are you have to deal with a lot of documents. Managing all these files on your own can be a challenge, to put it lightly. Thankfully, there are ways you can manage the vast amount of documents you’re responsible for which can save you time and improve the overall efficiency of your department.
In case you need a way to effectively manage documents at your office that’s both safe and efficient, let’s take a look at how you can outsource this process and what the benefits of doing so are.
1) Risk Mitigation
There are a great many risks associated with managing the personal information of individuals who trust you with their personal details. This can be difficult to navigate because the privacy laws of governments can vary from location to location. An outside vendor who provides software for document management will have all of this accounted for, making sure your chances of running into accidental legal trouble are greatly reduced.
2) Less Paper Usage
Physical stacks of paper are a common sight in many HR departments. Whether you’re in Education or any other industry, there’s a good chance you’ve got file cabinets upon file cabinets filled with paper. These papers are often difficult to search through on-demand and take up valuable office space which could otherwise be used to generate revenue.
Digital document management can transform all of your paper data into digital files which are searchable at the drop of a dime and easily accessible.
3) Protocols for Chain-of-Custody
When you are scanning files from an off-site location, transporting them, and re-filing after you’re done, the potential for misplacement and privacy compromises is heightened. By using an outsourced provider for document management, every step of the process is documented and your files are safely shredded when complete. This can be invaluable in case of an audit and greatly reduces the privacy risk you face without a document management provider.
4) Efficiency is Improved
Rather than spending time scanning, shredding, and searching through files, your office employees can spend their time more productively while having much faster access and search function abilities thanks to the organized use of an outsourced document management company.
Attache by Prof360 Can Meet All Your Document Management Needs
When it comes to outsourced document management software, it’s tough to find a solution that’s better than Attaché from Prof360. This software not only allows you to effortlessly store and search through digital versions of your documents, it features electronic contract signing, contract filing, and CV/resume organization systems as well
By using this software, contracts can be drafted and signed much more quickly, while your overall risk will be lowered as well. Attaché will free up a large amount of yours and your coworkers’’ time, as well as make room for more physical office space. This, in turn, will help your department run much more efficiently when it comes to document management.
Marla DiCarlo is an accomplished business consultant with more than 28 years of professional accounting experience. As co-owner and CEO of Raincatcher, she helps business owners learn how to sell a company so they can get paid the maximum company value.