Healthcare providers have a special responsibility to their patients. Every patient who seeks medical assistance brings with them their personal medical history. Each patient also has the civil right to keep their information private. Health and Human Service’s Office for Civil Rights strictly enforces HIPPA, a rule that requires healthcare providers to keep their patients’ information private. HIPPA stands Health Insurance Portability and Accountability Act, and it holds healthcare providers ...

You recycle the paper goods you no longer need in your home, so why not at the workplace? Your workplace probably already has initiatives in place to create less waste. It’s in your company’s best interest to make your operations greener. Paper doesn’t hold up well over time. Eventually your records will become yellow and damaged. It’s only a matter of time before it becomes clear resources your company put into document storage have gone to waste. That kind of waste doesn’t just hurt your...

Now that it’s possible to safely store large quantities of data online, federal agencies have determined that all federal agencies must take steps toward storing all of their records in electronic format. In 2013, National Archives and Records Administration (NARA) issued a directive to federal agencies, stating that agencies must make reports on progress made toward the complete electronic conversion of all records. This doesn’t just apply to scanning documents and converting them to an elec...

Every business has a personality. Every personality has its own set of quirks, its own unique way of getting the job done. How often do we do extra work just so we can avoid explaining to anyone else how to do it? We all know we’ve said it: “I’ll handle it. It’ll be faster that way.” But is it? If only one person knows how to get anything done, not only does that employee get less time to focus on other crucial tasks, but they create a vacuum whenever they’re not available. Your business,...

No matter how large your business, all your employees in each department rely on document management. Everyone needs access old records or confidential documents at some point, if not on a daily basis. You need to get all of the information in one place, so that the appropriate people can access it. But which department should handle it? Many of your departments have an area of expertise that extends to some area of document management. The tech department probably has great ideas for digitizin...

Before your business begins to implement any kind of official, record-keeping strategy, it is important to understand your business’s complete personality. A record-keeping strategy that works for a law firm probably won’t be an ideal fit for an energy company. It is essential to assess what kind of information your company relies on before you can know what the best practices are for your records management. Consider what kind of information your business typically relies on, and what form t...

If you want your company’s information to be ironclad, put it on a cloud. Does it sound counterintuitive to rely on something so lightweight? Think of it this way: its fluffiness allows it to hover above the occasional chaos of the office place. Cloud-based storage separates your business from any physical ties to an office or a building. In the event of a natural disaster, you can access your business’s information from the cloud. Should a human error compromise your data, the fallout doesn’...

o matter how many times you alphabetize and re-alphabetize your filing cabinet, it’s a rare occurrence that every one of your paper records is exactly where it’s supposed to be. The slightest disturbance can be cause for system-wide reorganization. Even if organization is your HR department’s middle name, there’s always room for improvement. 1. Keep fewer records. Sure, it’s an easy to thing to suggest. But how easy will it be in practice? Once you have everything stored online with a doc...

When the dust settled after the 2008 subprime mortgage crisis, the financial sector, the media, and the federal government all came up with interpretations of the disaster. Eventually, we all heard different versions of the same story: bad loans got bundled in with the good, and when the bad loans failed, they took down the rest of the market down with them. If you did a little deeper, there were also some underlying administrative failures at the banks, failures that could have been prevented ...

Dokmee is comprehensive software for creating a customized, professional system for document management. It stores every kind of record, including the files you have saved in your computer and your e-mails (including attachments!) Everything gets organized into its own neat folder, keeping the clutter off your desk. You can choose the amount of storage space that’s right for your business, so you can spend only what works for your budget. Employees can scan documents from an unlimited number o...