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Document Management Solutions (DMS) |
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Document Management Solutions is one of the very crucial systems in management of documentation be it physical to digital. Legislation such as the ECT Act demands that businesses correctly manage electronic documents and records. Legislation such as the ECT Act is set to have a major impact on the manner in which local businesses view document management, due to the legal liability implications. One of the most significant aspects to the ECT Act is that electronic communications and transactions are now viewed as legally binding. This means that a person is able to place an order or change the contents of a contract via a mobile phone or e-mail message.
Document Management and Workflow, Disaster Recovery, Compliance and Corporate Governance
Good governance and compliance through Electronic Document Management System (EDMS) is not only good risk management policy, but now a vital in protecting the company and its assets from legal action. “I didn't know we had to keep those emails, documents or records...“ is not an tolerable excuse.
Businesses in some highly successful countries have been informed to take a close look at their document management practices in the face of legislations that contains many pitfalls for companies as well as possible fines and jail time for individuals. They have been advised to formalise document management policies and keep them current, review practices, and make sure staff training is current. Above all, they should be vigilant about document retention and careful about document destruction.
To determine if your company or institution needs to consider whether is at risk, ask yourself a few questions:
· Do you need to store or destroy paper documents to create room for more recent documents? · Do you lose your business's important documents in staff in-trays? · Are you struggling to keep all your client-specific documents together or having trouble finding critical client paper when you need it? · Are your critical business documents, policies and procedures collecting “electronic dust” in your computer's virtual filing cabinets? · Can you prove that the latest version of your critical business documents have been read by your staff or the latest policies and procedures are being used in practice? · Would you have trouble proving that your business policies and procedures had been adhered to by your staff in an South African court of law?
If you answered yes to any of these questions, your business is open to an ever increasing risk of exposure to legal action, breach of compliance with the law and a lack of control of your business as it expands.
What ProConSol can do for your business?
· Reducing exposure to all types of business risk · Decreasing regulatory compliance expenses · Improving your business change speed · Improving business processes and workflow · Reducing document management overheads · Documenting and preserving the knowledge of your process experts · Analysing and restructuring key processes and workflow's · Promoting interdepartmental coordination
We as ProConSol are available to assist your company in management of records and documents, be it physical filing to digital filing. If you prefer that we talk with you to determine opportunities that DMS and associated services would benefit your organisation or company contact us click here
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