ITAZ Blog

Abu Dhabi based Syrconsult are an engineering consultancy firm that faced the challenge of managing their office and client-related documents more efficiently. Their goals were to help the staff find documents faster, solve the storage space problem and also back-up their paper based documents electronically. They realized that what they needed was an enterprise document management system. They were not happy with the solution they first tried. But Globodox worked just right for them.

In this case study, we look at the details of their experience of using Globodox. Read the case study to find out why they chose Globodox and how it helped them achieve their goals.

Click here to read Syrconsult’s Success Story

The telecom industry across the globe is a highly dynamic industry…ever changing, owing to several factors like customer preferences, government regulations etc. Companies belonging to this industry need to maintain organized records of government related documents and various other types of documents to ensure smooth operations. Swiss telecom firm Netplus knew that this was a challenge for them too. Over time, managing paper based documents began to get too difficult for them – even their electronic files had acquired multiple versions, making it hard to track them all. In this case study, we look at how Globodox helped Netplus overcome these challenges and improve the way they managed their documents. Read their success story and replicate it for your firm!

Click here to read Netplus’ Success Story

South East Asia was hit by a massive earthquake measuring 8.7 on the Richter scale. Shockwaves were felt in about 28 countries. This just goes to show how vulnerable our planet Earth is.

While governments rescue people from the sites of a natural disaster, what cannot escape to safety with you are your personal and business records. There have been cases where people have come back when the situation improved and found all their documents destroyed. You too might have stored your document archives in paper form – possibly at a disaster prone location. Are you sure your organization’s document databases will be safe in the event of a natural disaster? Are they securely backed up?

We recommend the following 3-Step back-up plan to secure your organization’s documents…

1. Digitize your paper archive and current documents using a scanner and secure them using enterprise document management software like Globodox.
2. Move your paper archives to a branch office that is not in a disaster prone area. If you do not have adequate storage space (or if your firm does not have any branches) you could consider hiring an offsite storage service provider. Before you sign up for such a service, dispose of all documents that no longer need to be stored in paper form. This will help you minimize storage costs.
3. Back up your electronic document repository online using a good online backup service whose servers are not housed in disaster prone areas. Some service providers store your data on multiple servers housed at different geographic locations. So even if one of the servers is destroyed in a disaster event, your documents would still be safe as they would be stored on other servers too. The main benefit of backing up your documents online is that when you’re back in business, you can quickly recover your documents and resume operations.

Pull out all stops by using this plan to make sure your documents (which may include legal evidence, customer information etc.) stay safe!

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The federal law Health Information Portability and Accountability Act (or HIPAA) was enacted by the US Congress in 1996 to protect health information. If you are in the health care profession, you would know how important it is to safeguard the privacy of patients’ information. Patients have the right to access their own medical records. But in order that this can be done effectively, documents related to patients must be managed efficiently. This is best done using electronic document management. We bring you a white paper titled Getting HIPAA Compliant Using Electronic Document Management Software that shows you how. Here’s an outline of what it covers…

• Background of HIPAA
• Clearing a Misconception about “HIPAA compliant software”
• 3 important steps that will help you comply with HIPAA guidelines
• Document management software features that help you take these steps

By the time you have read the white paper, you will be able to appreciate how electronic document management can help you make health records available to patients when required, without compromising on the security of the documents. This will enable your clinic, lab or hospital to meet the objectives of HIPAA.

Getting HIPAA Compliant Using Electronic Document Management Software
Click here to get this Free White Paper

Once you have shortlisted a few options for getting an enterprise document management system (EDMS), you should plan how you will organize document using it. This step is crucial because it helps you move from the selection of an EDMS to its implementation. Planning How to Organize Files in a Document Management System is a white paper we have created to help you with this process. It does not deal with the actual organization of documents – rather it discusses these points to keep in mind before you start organizing documents…

• Planning is different from Organizing
• Scanning old documents or new
• Organize documents in search-friendly ways
• Plan how you will use folders and tags
• Organizing by projects and workflows
• Plan to organize documents in a backup-friendly way

By the time you have read this white paper, you will be all set to start using your newly acquired document management software.

Planning How to Organize Files in a Document Management System
Click here to get this Free White Paper