December 2016

30- Dec2016
Posted By: Terrance
1213 Views

Document Destruction Services – An Annual Line Item in Every Business Budget

Document Destruction – The Ultimate Security for Proprietary Business Data

Just as files security is a major issue for files kept on computer networks, document destruction should also be an annual line item in business budgets.

Consider the sensitivity of all of the types of documentation businesses regularly retain in filing systems. It isn’t unusual for business competitors to manage to gain access to documents that are not properly destroyed.

Why is Document Shredding a Necessity?
Document shredding is a necessity in businesses that must keep documents on file for a specified period of year in the event of an audit or requests from government agencies. These are usually financial, legal and proprietary product and service documents that, in the hands of competitors, could wreak havoc on business name and reputation.

Document shredding should be done as soon as data becomes certifiably obsolete. There is also the liability factor to consider when sensitive documents are not shredded by professional paper shredding services. (https://www2.humboldt.edu/its/security-paper-shredding)

How to Manage Document Destruction
If at all possible, there is a two-stage method of ensuring business documents cannot be retrieved for any future use. The first step is immediate in-office shredding with a comprehensive office shredder. The second stage is to have paper shredding services shred these pre-shredded documents and prepare them for final destruction.

Government documents are frequently shredded in this manner so that nothing remains of the paper trail. This is especially important for the type of documents that are linked to government contractors. (Ref. http://iss-ssi.pwgsc-tpsgc.gc.ca/msi-ism/ch5-eng.html).

Shredding Services – A Business Investment in Security
The cost of regular paper shredding is a business investment that reaps a great return. Business owners have peace of mind knowing sensitive documents are permanently inaccessible and also the potential for legal action no longer exists after documents are properly shredded.

Paper shredding services can be found throughout North America. It is important to compare the types of shredding methods used by each service that is under consideration. The frequency required for destruction of documents affects the cost of the services. Also, today’s shredding services offer mobile, onsite and offsite shredding of paper, computer disks and large business manuals. Avoid the drop off type of paper shredding contractor unless there is a special security drop off area that cannot be accessed from outside the facility.

How to Set Up a Regular Business Schedule for Destruction of Documents
Law firms, accountancies and research and development facilities all require regular destruction of documents. Schedule these services when there are lulls in the usual business phases. For some businesses, this may be at the end of every fiscal quarter. The scheduling of shredding of documents depends on the volume of documents to be destroyed.

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29- Dec2016
Posted By: Terrance
1263 Views

The Use of Enterprise Content Management in the Businesses Today

Every company and business running in the 21st century aims at providing customers with excellent customer service skills. Therefore, this has caused and increased interest in developing a functional enterprise content management system and Customer Communication Management platform. ECM and CCM comprise of combinations of different ways to capture the management and storage of information for easier retrieval. Information is stored either on the premise or in the cloud. In the past, there were very lengthy and cumbersome ways of retrieving information, for example, detailed reports of the past bank transactions. Currently, retrieval and delivery of information are very fast and at your fingertips.

 

ECM versus CCM

ECM and CCM are different from each other although but they are linked together by some important aspects. ECM refers to the collection and updating the unstructured documents on a database while CCM is a set of stored information. However, ECM would perform best when combined with a Customer Communication Management platform. This is because CCM contains features responsible for the conversion of raw data into informational data, which lacks in ECM. Enterprise content management solutions deal with specific content without merging it with other elements of the content to increase the value of the information. CCM platforms help in combining different heterogeneous batches of information as well as handling big data and analytics to come up with useful information.

 

Components of CCM

Customer communications management has a broad range of elements, which may include:
• Data extraction, management, analysis, and transformation software
• Document production reporting software
Email marketing and SMS communication software
• Printer management software
• Portal Technology among others

 

Importance of ECM

The use of enterprise management software has increased tremendously lately due to some factors. ECM offers a platform for managing the documents in a cheap, efficient, and easy way. Additionally, the workers use the time that they would have spent scanning the documents from huge files and folders to perform other duties in the business, leading to an increase in productivity. Use of ECM software has resulted in an increase on the rate of processing information in the businesses resulting in an improved way of keeping track of all the company’s data.

An enterprise content management solution also allows version control, which gives a platform to analyze different document versions. Additionally, the fact there are no large stacks of paper and files in the business is a relief to the workers. Various institutions generalize transactional content management and ECM. However, only the businesses that rely on content to perform their businesses, for example banks or brokerage firms, use the transactional ECM.

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