On Wednesday July 22, 2015, FileHold Systems and guest presenter Chad Haffie will be presenting solutions to eliminating paper, staying compliant with government regulations and protecting intellectual property. Chad is President of Image Advantage Solutions, a records management consulting company based out of Ontario, Canada. Image Advantage has been a long standing partner of FileHold and has won the partner of the year award twice in both 2012 and 2014.
1. Don't Panic!
FileHold has been voted the best document management software for windows by Business News Daily. A writer from Business News Daily recently went undercover as a potential customer of FileHold in order to gage what customers can expect from FileHold. The article covers why they chose FileHold — the ease of use, features, cost, customer service, as well as limitations. Here are some highlights from the article:
Organizations that operate in regulated or quality management environments will typically have a controlled document change process (CDCP). FileHold offers great support for these processes with document versioning, document hiding for unapproved versions, and configurable document review and approval workflow functions.
Do you ever wonder why you can find any information you need on Google but you can’t immediately locate important documents in your own office?
A survey report from Information Week states that, "At any given time, between 3% and 5% of an organization’s files are lost or misplaced. The average cost of recreating a document is $180.00. Annual loses for a Fortune 1000 company with one million files is 5 million dollars."
Have you ever looked for the details of an invoice but cannot see them in your accounting software? Have you ever spent hours searching for the paper copy of the invoice in order to see these details?
There are four basic considerations when designing a FileHold library.
There are many components and processes that go into building a system designed to meet compliance requirements such as ISO9001, HIPAA, FINRA, SOX, GDPR, FDA Title 21 CFR Part 11, country specific electronic signature requirements, and others. FileHold can play a major supporting role in these sorts of compliance systems, but only when used in conjunction with good governance and operational processes.
Each year FileHold undergoes several tests in order to retain our “Microsoft Gold” certification. For this certification, FileHold provides Microsoft with a minimum of 10 customers who respond to a short survey that asks questions about our software and then compares the results to benchmarks from the industry (other software products developed by Microsoft “Gold” partners). My assumption is that if we did not compare well, Microsoft would ask us to take some remedial action.
When working with new customers we always get the question "How can I scan my documents into FileHold?" The answer is that there are several ways scanning can be accomplished with our software. There is no right or wrong way to scan into FileHold; you just need to decide which method will work best. In the remainder of this article, I will discuss the many ways of scanning into the document management system.