Record Management - digital data

Keeping Necessary Documentation: A Guide to Record Management

Your staff may have a 21% productivity loss due to poor record management. The way that you're organizing and storing your documents can play a huge role in how your company runs.

Your employees are spending too much time trying to find documents that are missing or recreating documents that are lost. They should be able to find any document in a matter of seconds. 

To learn how you can help your employees do this, keep reading. With our explanations and tips, your employees will be working at peak efficiency again.

Steps to Efficient Record Management

Before you start asking your employees to pull up files in seconds, you need to make sure that you've organized and stored everything as it should be. The key here is consistency.

You can't expect your employees to keep up with a jumbled system that has no pattern. So, you have to create a system that's going to keep folders and labels consistent. 

Once you know how you want to group your documents, you can jump into getting the work done to organize them properly.

1. Take Advantage of Automation

First, we have to touch on automation. Automation makes everything easier for you and your employees.

And, automating your document organization is going to save a lot of time.

It's not practical for you or someone else to spend hours reading through documents. You should let your automated system handle that. With keyword identification and auto-naming, you'll be able to sort any document in the right place.

The best thing about automation is that you get to set the rules. You can define what you want the system to do and how you want it to do it. You still get all the control, but you don't have to do as much work.

2. Integrate Your Devices

Documents show up everywhere these days. People email them, text them, airdrop them, and more. 

That's why you need to integrate your devices.

By integrating all of these devices, you'll be able to organize documents that come in through different phones, printers, and more. And, by automating your system, you'll be able to organize all of your these documents, even if they come from different sources.

So, in the end, you can organize all of your documents in the same system, even if you got them from different devices.

3. Standardize Your Strategies

Having an automated system isn't enough. You won't be able to make that system work effectively unless you implement standardized principles.

First, you should implement a system for naming files. Naming files correctly will make it easier to find what you're looking for. So, you should create a standardized naming process that makes it obvious what the contents of the document are.

You should also have a categorization system. Whether it's color-coding, numbering, alphabetizing, or some other technique, there should be an easy way for you to find files.

For example, all of the accounting files could be red or start with an "A" or "ACCT." This will distinguish them from other files.

With a consistent method, everyone can find the files they need easily.

As you're organizing these files, you should also consider security. Throughout the archives, you should place security points and passwords. And, you should make sure that only authorized users can reach the most sensitive documents.

4. Collaborate With Your Team

Often, your team needs to approve, revise, comment on, or update documents. Rather than sending emails back and forth, you could handle all of these tasks in your document management system.

This results in fewer emails and better management. Within your system, you can flag documents that need attention from other employees. You can also sort documents by importance.

This level of organization will take your collaboration further than it's ever gone. Rather than sifting through hundreds of emails, you can have everything you need in one system.

Plus, as your employees complete tasks, the system will automatically update. This means that the document will go to the right destinations each time an employee does something.

For example, let's say that someone edited a document. Now that they've done the edit, the document needs approval. So, the system will move the document to the location where other documents awaiting approval are.

Thus, it will be out of the way of the remaining documents that need edits. And, your employee didn't have to bounce the document through an email.

5. Dispose of Unneeded Documents Properly

If you're holding too many outdated documents (digitally or physically), things can become cluttered. And, you could be compromising your security.

Even if you're destroying or deleting unneeded documents regularly, they could still be lingering in your system. This is why you should follow a proper technique for disposing of these documents.

First, you should determine which documents you should destroy and which documents you should archive. Then, you should ensure that any trace of the destroyed documents is gone. You don't want sensitive information lurking in your system.

The Importance of Record Management

A strong record management strategy is crucial to any organization. No matter which industry your company lies in, it's important to keep private things private.

Medical facilities need to keep patient records private. Businesses need to keep customer information private. Government organizations need to keep proceedings private.

If you're at risk for a breach, you could destroy trust with your clients, patients, and/or the general community. So, you should create a strong plan now rather than waiting for something to go wrong.

Record Management Software

If you want to have an effective and efficient record management system, you need record management software.

Luckily, we made our intuitive and accessible LogicalDOC Document Management system for organizations just like yours. No matter the industry and no matter the documents, we can help keep everything in order.

With features like document automation, bookmarking, bulk updates, importing, and more, we have everything your business needs to succeed. So, get started with our platform today. You'll be amazed at what it can do.

LogicalDOC ganó GRANDE en los premios SoftwareSuggest Recognition Awards

SoftwareSuggest Recognition Awards Spring 2021 badgesEn los premios SoftwareSuggest Recognition Awards Spring 2021, LogicalDOC se llevó a casa 4 premios en diferentes categorías:
Mejor soporte, mejor usabilidad, mejor software, implementación más rápida.

 

Estamos absolutamente emocionados con esta noticia, realmente nos tomó por sorpresa, nos habíamos apuntado al premio casi en el último momento y no teníamos idea de que éramos tan competitivos. 

Evidentemente estamos súper entusiasmados con ello e intentaremos aprovechar esta oportunidad de la mejor manera.

Elena Malpighi - Marketing Manager

Visite la página de LogicalDOC en SoftwareSuggest y descubra lo que la gente piensa de nosotros
https://www.softwaresuggest.com/logicaldoc

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construction project drawings

Why Should You Use Document Management System in Construction, and How to Find the Right One?

If you're reading this, your construction document management solution is probably in need of an upgrade. The days of keeping your documents organized, easily accessible, and safe with paper, pen, and filing cabinet are long gone. Construction document management is rapidly evolving in an ever-changing environment. To get the task done, most organizations today use cloud-based software or a combination of pen and paper and software. You'll save time, money, and a lot of hassles if you have a sophisticated paperless system that gives you and your team the exact documentation they need to perform fast and professionally.

What is a Document Management System (DMS)?

Document management software (DMS) can be defined as software that store, organize, and manages documents throughout an enterprise. It includes workflow, document and content capture, COLD/ERM document repositories, output systems, and information retrieval systems.

Why Does Your Construction and Service Business Need DMS?

Technology has made life simpler in many ways, but it has also produced some significant drawbacks in the service and construction industry. Whether it's proposals, contracts, AP invoices, work orders, loan papers, floor plans, blueprints, or personnel information, your company has a mountain of paperwork and documents that need to be kept safe in filing cabinets. Everything needs to go someplace, and the majority of it is confidential. A cloud-based DMS not only saves space in your business but also enables safe document retrieval at any time, eliminating the need to rummage through file cabinets and boxes.

Paper is wasteful, expensive, and unsafe, and it has no place in the future of business. While some businesses believe they don't need to transition away from paper, the need to get started has never been greater. It might be tough to know how to shift from paper to digital/ electronic documents. There's no better way to get things started than with a well-thought-out document management system. In a nutshell, DMS improves your company's efficiency and internal control. However, you need to focus on a few important features before selecting a suitable document management solution for your service.

Six Must-Have Features in a Good Document Management System

It's critical to pick the correct document management solution for your business. After all, it may be the difference between a well-managed process in which all workers can locate what they want and a backed-up process in which productivity suffers as employees waste time looking for what they require.

Several factors distinguish them from one another. When looking for a document management system, look at the features and make sure it meets the following criteria:


Convenient Retrieval

Office girl overwhelmed by piles of documents

Printed papers, unlike data kept and backed up in the cloud, get lost in the shuffle. Project contributors must rely on physical signatures for change orders, updated spec sheets, financing approvals, invoice payments, and more while working with paper. This physical labor translates to missed project deadlines, employee dissatisfaction, and lower job site productivity. A contractor may be waiting weeks to put up a wall because they need a physical signature from someone on vacation. It's inefficient and will cause your project to be delayed.

The reliance on paper documentation and processes becomes a key impediment for any construction project when an increasing number of workers shift to remote working. There will be no more wasteful trips to the office, waiting for a physical signature, or rummaging through a file cabinet full of 40-year-old change order paperwork. Every contributor to a construction project can digitally view a project document wherever they are with a DMS. They can access the construction papers they need from anywhere, whether they're on a computer, a tablet, or a mobile device, and whether they're on the job site or halfway around the world.

Because everything is digital, you won't have to worry about clerical errors or crucial data being misplaced. Pulling and seeing contracts or updated blueprints while on the job site can enable your organization to fulfill deadlines more quickly.

Full Automation and Integration with Your Construction Software

A decent DMS should fully connect with a company's construction software. This helps owners, field supervisors, service technicians, project managers, other staff, and even customers or suppliers to have greater visibility and coordination. A good construction industry's document management system ensures that all parties involved are held accountable and transparent. Rather than a physical paper trail that may be lost, putting construction papers in a digital environment with enhanced tracking/collaborative capabilities allows owners to delegate responsibility to the general contractor or supplier, lowering their risk.

Another significant disadvantage of paper documentation is its lack of transparency. For example, at the time of signing the payment checks, your boss may become aware of multiple transactions or invoices. Furthermore, even if a robust manual procedure is in place, paper documents can be readily lost during interdepartmental transits.

Automated workflows can significantly improve efficiency and production by eliminating time-consuming manual operations. You can, for example, establish a tier system for document approval. You can use a DMS to create custom rules and logic to guarantee that specific actions are completed, or criteria are satisfied before a document moves on to the next phase in the approval process. With a robust construction document management system and a "single source of truth," the owner will accurately see how a project progresses. It allows the owner to make correct, well-informed decisions, whether it's reallocating funds, updating the board, or adding new projects.

Business Compliance

Stack of lego bricks with: compliance, laws, regulations, control, standards and policy

Employers can use a DMS to automate operations. It is strongly advised that employers include a rules-and-guidelines checklist for business and government compliance to verify that your company follows all government regulations before submitting or approving papers. There are several internal and external time-consuming operations in the construction industry, such as payroll administration, completion of important documentation for a construction project or a service task, etc. Invoices, contracts, order confirmations, and yearly reports are all examples of tax-related data and records that must be archived for statutory retention periods of many years. 

The price of floor space and hours spent hunting for papers in the basement or off-site archives can mount up quickly. In a DMS, on the other hand, all information is digitally available and can be accessed right away from any location. This saves money on physical storage space and allows your employees to focus on more important activities rather than hunting for and filing papers. Information is protected, and no violations can occur thanks to access controls and tracking of all necessary modifications and deletions.

Version Control

In document management, the subject of versioning and version control is becoming increasingly relevant. It makes sure that any incorrect information does not cause improper work or miscommunication. Version control becomes more important in the construction industry for changing the orders or viewing the invoices.

When many persons collaborate on the same document, it will result in multiple versions. A good document management solution keeps track of all old and new file versions. It also keeps track of all modifications (i.e., time, reason, and the person who made these changes). A DMS also frees you from dealing with various copies of important documentation or the administrative errors that might occur when dealing with several systems. It also "frees" you from having to complete or revise handwritten papers.

Document Security

Many businesses use a DMS for a variety of reasons, including security. When it comes to preserving documents, especially those that are highly private, most businesses want to make sure they don't get into the wrong hands. Maintaining the security of your documents while they're in use and archiving them for future use should be a top concern in your construction document management. Your organization faces a significant risk if project documents are left on-site or kept insecurely.

One of the highest priorities of your administration is to ensure the security of the documents

Strategically permitting or restricting access to features, particular project information, timetables, and reports is one of the best practices for safeguarding electronic documents. This isn't just for ensuring that individuals outside your organization don't have access to your papers; it also confirms that people inside your company don't have access to them. Not everyone in your firm will require access to every document. Security is not something you want to take lightly when it comes to your document management solution, so be sure the DMS you're looking at offers a high level of document security and role-based access.

Furthermore, if something goes wrong due to a natural disaster or physical disaster such as floods, fire, or storms, you or your IT team will be able to retrieve the data from the cloud-based or other backup systems. However, printed documentation does not provide this convenience.

Cost Reduction

Modern business owners should do everything they can to keep expenses down, and eliminating paper is one of the most efficient methods. Documentation/paperwork needs a large amount of office space or filing cabinets. Paper can add up quickly over the course of a year, mainly when used to provide information to staff. A document management system also allows sharing documents among the team members and saves you a significant amount of money.

Firms that used a document management system gained additional office space and increased their business potential. If you don't require more space for paper documents, you won't have to pay an additional fee on your lease. You may also save money on stationery items like ink cartridges and paper.

If you'd like more information about the LogicalDOC document management system, please use the links below, contact a LogicalDOC Product Specialist or Request a Demo.

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imágenes de la nube de la tecnología

Las 5 principales ventajas del cloud computing en el régimen de trabajo inteligente

En los últimos años hemos escuchado siempre más sobre Cloud Computing , pero ¿qué es el cloud computing en la práctica?

La computación en la nube es la tecnología que permite a un proveedor de distribuir sus servicios a través de Internet, permitiendo así a los clientes de aprovechar aplicaciones que no requieren instalación (y por lo tanto infraestructura hardware), configuraciones y mantenimiento.

En particular, los sistemas en la nube más utilizados son aquellos que permiten el procesamiento, intercambio y gestión de datos a través de la red entre múltiples usuarios, especialmente en este período donde una de las palabras más utilizadas es trabajo inteligente.

El uso de aplicaciones empresariales en la nube

Hablando de aplicaciones empresariales en la nube, podemos decir que en los últimos años son muchas las empresas que están transfiriendo gran parte de sus sistemas a la nube, superando el miedo a tener sus datos en la red para hacer más ágiles y ágiles sus procesos de trabajo. aerodinámico.

El motivo de este cambio es principalmente económico porque el desarrollo de aplicaciones comerciales es caro, "pesado" en cuanto a software y hardware, también y sobre todo por el mantenimiento necesario y por la constante actualización necesaria que requiere la contratación de personal técnico.

Por lo tanto, los servicios en la nube se vuelven más buscados y apreciados porque permiten eliminar buena parte de estos problemas y estos gastos. De esta forma, la empresa cliente adquiere solo las funcionalidades que necesita, las actualizaciones ocurren automáticamente, se garantiza la escalabilidad así como la seguridad y el respaldo.

Las aplicaciones basadas en la nube, así como nuestro LogicalDOC Cloud Document Management System , tienen tiempos de implementación cortos y son mucho más competitivas que en el pasado, pero sobre todo te permiten organizar tu archivo y compartir documentos de una manera simple y rápida: abre el navegador, inicia sesión con sus credenciales y encontrará los documentos que necesita en un abrir y cerrar de ojos.

Aplicaciones empresariales cada vez más móviles

Empresario en un centro de datos con un teléfono inteligente en sus manos

Por ello hemos visto como la computación en la nube se ha convertido en una realidad cada vez más considerada a la hora de elegir aplicaciones empresariales, ahora la pregunta es que en el escenario actual que nos ha obligado a todos a trabajar de forma inteligente para una empresa es mejor usar aplicaciones en la nube o crear infraestructuras internas a las que se pueda acceder de forma remota?

Si tomamos nuestro sistema de gestión de documentos LogicalDOC como ejemplo, podemos hacer dos distinciones observando la lista de precios:

Por un lado, la instalación de software de gestión de documentos en sus servidores le permite ahorrar en el propio software (LogicalDOC en las versiones Enterprise y Business tiene un costo único).

Sin embargo, por otro lado, los temas que acabamos de discutir regresan: el hardware tiene un costo, debe mantenerse y actualizarse, se necesita personal dedicado.

Pero, sobre todo, el punto crucial es otro: si nuestros colaboradores que trabajan de forma remota tienen que conectarse y descargar documentos a menudo, el ancho de banda de carga podría obstruirse. Quizás otras aplicaciones comerciales importantes estén instaladas en el mismo servidor y esto puede causar bloqueos y ralentizaciones.

Por lo tanto, podemos definir una opción definitivamente más inteligente utilizando la aplicación en la nube para permitir que todos nuestros colaboradores trabajen de manera eficiente de forma remota sin sobrecargar el ancho de banda del servidor de la empresa y manteniendo un alto nivel de eficiencia de todos los procesos.

Por cierto, ¿sabías que LogicalDOC ha lanzado recientemente la nueva aplicación para dispositivos Android ?

Haga clic aquí para ver el video en nuestro canal de YouTube

En resumen las ventajas de la computación en la nube

Entonces, hagamos un resumen de las 5 principales ventajas que ofrece la computación en la nube frente a la instalación de aplicaciones en los servidores de la empresa:

1. Mayor flexibilidad

La empresa tiene la capacidad de desplegar aplicaciones según sus necesidades, incrementándolas o disminuyéndolas con agilidad sin tener que considerar siempre las inversiones en hardware físico.

2. Seguridad del sistema

Los datos y las redes están protegidos con protocolos específicos y prácticamente siempre están equipados con procedimientos de respaldo (con LogicalDOC el respaldo es incremental y está equipado con procedimientos de recuperación ante desastres).

3. Mayor velocidad

Disponibilidad inmediata de datos e información, gracias a bandas de datos dedicadas con altas capacidades.

4. Acceso móvil

Obviamente, esto también puede suceder con un sistema en un servidor de la empresa, pero el uso de la computación en la nube le permite no sobrecargar la red de la empresa. La conexión de datos se puede realizar en cualquier lugar, hora y desde cualquier dispositivo: teléfono inteligente, PC, tableta.

5. Ahorrar dinero

La computación en la nube permite grandes ahorros en inversiones en hardware y no requiere personal de mantenimiento, actualización y monitoreo.

Estos son los principales motivos que están haciendo que el cloud computing emerja cada vez más, proponiéndolo como una alternativa más que válida ya en el presente, sobre todo si tenemos en cuenta que cada vez son más las empresas que impulsan el trabajo inteligente (ahora por necesidad pero en el no futuro demasiado lejano podría convertirse en la norma).

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Pantalla de computadora que muestra resonancia magnética, tomografía computarizada del cerebro

Vista previa de archivos médicos DICOM

El acrónimo DICOM: Digital Imaging and COmmunications in Medicine, es un estándar internacional que define en el campo biomédico una serie de formatos gracias a los cuales es posible un intercambio entre equipos pertenecientes a diferentes fabricantes.

DICOM declara los criterios para la visualización, comunicación, impresión y archivo de información en el sector biomédico y también permite incorporar y procesar partes de texto en documentos de varios tipos, por ejemplo PDF.

DICOM LogoEl estándar DICOM cubre tanto los formatos para el almacenamiento de imágenes médicas digitales y los datos digitales relacionados, como los protocolos que se adoptarán para implementar diferentes servicios de comunicación que son útiles en el flujo de trabajo de imágenes médicas.

DICOM nació en 1993 por iniciativa del Colegio Americano de Radiología (ACR) y la Asociación Nacional de Fabricantes Eléctricos (NEMA). En ese momento, el estándar ACR-NEMA anterior se transformó radicalmente en la versión 3.0 en la que se agregaron numerosos servicios y se implementaron los protocolos de red TCP/IP e ISO/OSI. El nuevo estándar se identificó con el término DICOM, y su integración en las especificaciones del protocolo de red TCP/IP lo hizo cada vez más popular.

La presencia de DICOM como método de archivo digital es indispensable en el sector radiológico, donde las imágenes de datos radiológicos o las radiografías se denominan comúnmente "imágenes DICOM".

Hoy en día, la compatibilidad avanzada del estándar DICOM permite el archivo de imágenes incluso de forma comprimida utilizando JPEG, JPEG Lossy, Jpeg Lossless y otros, que permiten la administración universal con dispositivos de reproducción e impresión.

A partir de LogicalDOC 8.3, está disponible la vista previa de documentos médicos en formato DICOM.

Al activar la vista previa en el menú lateral o hacer clic en la vista previa del enlace desde el menú contextual, se activa el modo de visualización previa.

LogicalDOC reconoce documentos en formato DICOM desde la extensión de archivo .dcm

Dentro del módulo de vista previa DICOM, hay muchas funciones disponibles: modificación de brillo, contraste, filtros de color, zoom, herramientas para medir distancias, ángulos y áreas.

También hay disponibles otras funciones interesantes, como la animación de secuencias, los filtros de umbral y las herramientas de dibujo guiadas y a mano libre.

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