Document management issues for companies with remote workers

Companies managing remote workers should consider if their documents are being managed securely and effectively.  Businesses are legally responsible for the secure data protection of information, as part of the Data Protection Act,  and many companies now offer remote working as a solution to staff.

Document Management  issues for remote workers can  include:- Security and disposal of paperwork, storage space  and lack of backup for  key records and  information.

Digital document management and document scanning can help improve security of key records and information.  So what do you need to think about?  Document management should be a key part of your business planning/review process.  Questions to consider  for remote worker document management include:-

  1. What paperwork is being used by remote workers?
  2. Who has access to our company information?
  3. Where and how are documents being stored?
  4. Is the information backed up?
  5. If yes, how often is it backed up?
  6. What would happen in the event of a fire or flood?
  7. Are confidential documents shredded or put in domestic waste?

Hosted document management can be an effective tool for home workers.  Documents can be scanned, stored and uploaded to an on-line hosted solution, allowing users to view and search documents in their native format.

Hosted solutions also allow users to add notes, assign messages and tasks to other users.  These solutions provide secure, password protected document management, with users only allowed to view documents relative to their job role and authority. Digital management  enables documents to be securely backed up, providing business continuity in the event of disaster.

Mobile workforce solutions can also be designed to capture any required information, removing the need for paper based processes.  These solutions reduce the amount of manual data entry for back office staff, increase data accuracy and provide fast live information for information such as job completion, quotations or invoicing.  Mobile solutions can also cut administrative time for engineers, auditors and other remote workers.

Document Management companies like Cleardata offer professional document scanning, archiving, shredding , on-line hosted and bespoke mobile workforce software. For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.

Are scanned pension scheme records compliant?

Document Scanning for Pensions Management

Document Scanning can help many industries improve the management of its documentation.  Pensions Management Companies, Pensions or HR Departments can significantly benefit from digitally managing  records. Digital management can help companies be compliant with the pensions regulator guidelines, backing up key information, freeing up valuable office space and helping to find, maintain and review information faster.

Pension scheme records need to be managed correctly to comply with Pensions Regulator Guidelines in order to accurately maintain and review records.   The Pensions Regulator states that accuracy of record keeping is a key activity for any type of pensions scheme.  Important information is required throughout the life cycle of the pension. Incorrect records can pose a risk to the security of the pension, causing issues such as fund misappropriation,  overpayment and errors in benefit calculation.

Pension trustees need to make sure that accurate member data and records are kept and maintained e.g. date of birth, National Insurance number and retirement date.

How can scanning and document management help?

  • Scanning documents can back up and protect key pensions records and information.
  • Intelligent capture software can also be used on scanning to capture and extract data, saving time on data capture and increasing accuracy of information.
  • Once scanned, data can be uploaded to a hosted document management system, only allowing secure access to authorised users.  This enables your company to be compliant with data protection act requirements.
  • Authorised users can access your records from any location using a web browser.  Information can be searched by key field and found quickly using a simple keyword tool.
  • New records e.g. letters and changes to pension information can be scanned, uploaded in original format and associated by record number.
  • Users can add notes and messages and assign tasks to other users
  • A full audit trail is provided for your document management

Scanning bureaus like Cleardata offer secure scanning solutions, accredited to ISO27001, the highest level for Information Security.

For further details visit www.ukdocumentscanningservices.co.uk or call 0800 046 8081.