Document Management System Advantages

1. Cost Saving
2. Compliance
3. Security
4. Disaster Recovery
5. Accountability
6. Retention

Cost Savings

The average employee will spend 7 minutes searching for a document.  A typical business will spend $20 filing a document, $120 to find a missing document, and $250 to recreate a lost document.

eDrawer allows documents to be located in seconds based on criteria including date of filing, type of document, and even words from the document itself.  With the cost savings from the ability to quickly locate documents, the system can pay for itself in a matter of months!

Compliance

Government regulations regarding filing, retention, and security of documents grow more onerous each day.  The various agencies and regulations, including HIPAA, SEC, SOX, OSHA, ISO, and FDA to name a few, are virtually impossible to follow without assistance from technology.  In Georgia for example, the accidental release of a Social Security number involves a $500 fine, PER OCCURRENCE.

eDrawer ensures that required documents are available when needed, and allows for those beyond retention requirements to be discarded easily.  Documents can be secured at the folder level so that only authorized personnel can access them.  The system provides a complete audit trail, tracking every activity related to each document, including which user was involved.

Security

In any business, it is important to secure access to documents.  There are numerous categories of confidential information including personnel and salary records, customer identification and credit card information, company trade secrets, etc.  It is important for any company to be able to restrict access to documents, and such security is nearly impossible with paper storage.

eDrawer allows document access to be controlled at the folder level.  For a given folder, the system allows some users to add, change, and delete documents, others to only read them, and yet others to have no access at all.  All authorized access is logged for later review as necessary.

Disaster Recovery

Fires, floods, hazardous waste spills, disgruntle employees - all small business fear such occurrences.  This fear is for good reason, as 70% of businesses FAIL within 3 weeks of such a disaster.  Think about your organization.  If all of your paper files were destroyed in a disaster, how would you continue to operate?

Since eDrawer stores all documents electronically, they can easily be backed up to an alternate location on a daily basis.  That means you could be back up and running with full access to your documents within days of such a disaster.  Can you afford to be without such protection?

Accountability

It is important for any business to know who is accessing their documents, and what is being done with them.  We read daily press reports about employees who steal information such as customer Social Security numbers and credit card information, and sell the information to the highest bidder.

eDrawer maintains a complete audit trail of all document activities.  This information includes who accessed the document, and when the access occurred, allowing you to monitor such activity, and to demonstrate to regulatory agencies that such monitoring is happening.  Again, this function is virtually impossible with paper files.

Retention

In our highly regulated society, it is getting hard to keep track of retention requirements for various types of documents.  Failure to retain certain documents for the required period can open your company to fines and other regulatory activities.  Keeping documents longer than the required period can be costly.

eDrawer allows a retention date to be set for any document.  Once set, the document cannot be deleted prior to the retention date.  Once the retention date is reached, all expired documents are easily archived and/or deleted.