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.