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Document Management Help Company to be Audit Ready

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Document Management

How Document Management Helps Organization to be Audit Free

1. Document Security

Sensitive information in form of documents is stored securely. Define user permissions for your staff and control who has access to which documents and how they can use them. Ensure the right documents are accessible by the right people.

2. Consistent Procedures

With business rules and workflow in place, you know that the correct procedures are always followed. Ensure faster approvals and reviews to ensure deadlines are not missed. Handle document processing consistently by creating a separate workflow with the routing of documents. Using Electronic Workflow increases efficiency and accuracy.

3. Flexible Workflows

React to changes in policies and compliance regulations quickly by updating the workflow. Once a workflow is in place, you can alter the process easily, often without having to re-train staff, making continuous process improvement a straightforward procedure. You can update procedures across the whole business simultaneously.

4. Managing the Document Life Cycle

When a document is stored in a Document Management system, you can be confident that you are always working with the latest version, but version control allows you to access all previous versions if necessary. If selected documents must be stored for a specific length of time (in line with compliance regulations), rules can be set to automatically move documents to archive, or delete them when they have expired.

5. Audit Trail

An audit trail is a report showing who has accessed what document, when, and how it was used. You can verify that the latest version of a document is archived, and track system admin changes. Audit trails supply detailed information for auditors, providing visibility into your processes and helping to prove compliance.

6. Easing the Audit Process

Allow auditors to have secure access to your documents via a standard web browser. Inspections can be conducted remotely with no disruption to you and your colleagues. With the powerful keyword search functions of a Document Management system, documents needed for audits are available in seconds. During the inspection, auditors can simply export any information they need in a digital format, saving everyone time and money.

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Apply V-B6 to Your Business Nerves (Process)

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business process blog

As V B6 is useful for the nervous system of the human body, in the same way Mediation of the business process system improves operations in business.

Here, many companies are claiming to have a strong digital interface for their customer, marketing, and sales operations. They solved the specific problem they encountered, however what about handling problems not yet arrived. Moreover, these companies are not having truly implemented internal operational strength as internal processes are manual and in control of human nature.

That means a strong person makes them good going and at the same time a weak performer can make them less performing processes. Trust me, there needs to be really a mediated implementation of process management to strengthen all external situations like market change, policy changes, the multi-culture multi-geography extension of business, working under multiple government policies due to global business presence.

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“Digital Inside”, mostly not yet done or just done partially!

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Digital Inside

I have witnessed that many bigger organizations yet not have a real Digital Inside that is because of end-to-end automation and integrated business processes. Most of IT implementations are rather a record management system. A lot of initiative has been taken by the leadership of the organization, however, it doesn’t catch up in-depth top to down integrated implementation of processes. Sometimes, it is more like marketing of implementation is done on branded products rather focus on understanding the real value of investment done by the organization.  Even, many times follow what others are doing, let go the same way without having thoughtful analysis in the context of your business like these days hype of RPA, AI, ML, BigData, etc.

Without adopting business process automation and management methodology and system, how can a bigger organization guarantee a good experience to all its stakeholders?  In one the report of Mc Kinency that only 37% of processes have been automated, I believe, it is even much lesser in reality.

Even, I have personally observed so many times, that an important vendor or customer-related processes become inefficient because of human inefficiency, depends on human efficiency allocated to take the process forward. Here, what if rather processes become self-sufficient to drive expected performance irrespective of particular human efficiency not ERP way rather BPM way.  Most of the processes should be auto-initiated based on event or time schedule.

Most of the organizations have taken their IT initiatives, which finally end up with the same silos implementation around the monolithic ERP system. seems to be only full proof technology, doesn’t need much of innovation, risk, etc.

However, according to one of Google’s recent reports, ERP covers only 20% of processes in the medium to large organizations. How about the majority of unorganized or unstructured processes, which are 80% of total operations. This 80 % of operations are driven by email and excel-sheet, which are completely under the blessing of humans, which is variable in nature.

These emails and excel sheets are a few major tools actually to drive most of the business operations including internal and external almost everywhere in the world. Ultimately, these emails copy or excel-sheets become well-printed copy to present to concern person manually.  You might agree with me that such email and excel are quite easy, unstructured, loosely coupled and passive tools to drive your businesses.

Now, questions are about how we get real value, how we can make things better and let digital technology to drive your operations more efficiently.

Here, I strongly suggest maximizing the use of a business process management approach and platform to establish a digital nerve system in your organization. And, ensure every end is connected to enable correlation, hence Digital IQ in the organization.

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Technology Product Adoption via Marketing Emotions or Emotionless Meditation

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Marketing emotions or meditation for product adoption

A day before I was reading an article about the major reason for driving buyer decisions is marketing emotions or logical reasons. Here, it is a true fact that marketing drives emotions for product adoption most of the time. At the same time, the business leaders also well experienced to understand what would benefit their organization, still many times, they are forced to follow the trend of the industry, marketing hype and without digging the surface.

Marketing directly or indirectly can easily create a perspective of the product adoption and to sometimes artificially drive the need in the market by a lot of articulated articles to somehow align buyers towards its need. Even, many “strategy and consulting” companies, who define trends in the market drive preset hypes created around those products due to the commercial’s interest.

The second important reason, which affects the buying decision is the references, who else is using particular products and makes it easy for them to decide without taking any risk on own shoes. Definitely, that reduces the risk, however, it also reduces the understanding of the actual need of the product in the context of their organization.

I have quite observed, almost every other organization is following the same pattern except a few who really want to disrupt and want to take the risk to think or rethink differently and build an ecosystem not just to the specific problem, but to solve many things while solving that one problem.

Rather than following the rule of the same game everywhere, its time to do meditate every day every time about ‘what is right, ‘how much we actually understand’, ‘what fits well’ and most importantly ‘what does it mean in the context of your organization before you plan to invest your budget.

Read More : Apply V-B6 to Your Business Nerves 

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