Electronic Filing

Hackers make headlines in America yet again. From recent past attacks on Home Depot, Target, and Sony, to the new breach on Anthem Blue Shield, and Ransomware, they’re getting in and getting information one way or another. They’re going after files, credit card numbers, social security numbers, emails, phone numbers, entire computers, tax records, income reports, and home addresses. With these new threats, having a secure document management solution in place is key for all businesses.

The new type of malware called Ransomware is currently adversely affecting at least one million Americans. From small businesses to government agencies, these hackers are not limiting their sights. The hackers break into company computers via email. They send out an email claiming to be a trusted organization like the DMV or a health company to get people to open the email. They then trick the users into downloading a file, and at that point they’re in. Once they have the files, they hold the computer ransom until they are paid the said amount in the specified window of time they’ve provided. 

“Ransomware is a growing Internet scam that preys on fear. The online shakedown uses sophisticated methods to hold data hostage unless the user pays a fee of up to six hundred dollars. Bruce Snell of McAfee Security offers consumer tips on how to avoid ransomware attacks: Think before you click. If something looks suspicious or too good to be true, it is probably best avoided. Don’t click on unexpected links or attachments in e-mails. If a friend sends an e-mail with an attachment out of the blue, contact that person directly to make sure he actually sent it. A quick phone call or text message asking “Did you send me a file?” will do wonders for keeping you safe,” CNN.

Some companies have lost years worth of files. Eric Young of Tennessee said, “We had 72 hours and, as he tried to find solutions, the cyberthieves were slipping into every company computer — starting with Victim No. 1 and ending in the company’s servers. Our database was encrypted, and we lost everything we had built for 14 years,” NPR.

Security experts also believe that by paying the ransomers are only making the situation worse. However, it is unknown what the hackers will do with the files and information if the owner does not pay up. It’s likely that people who don’t pay the thieves will end up suffering from identity theft down the road. However, for those businesses that have taken the time to store data else where, document retrieval is possible and can save the important files despite losing computers. Experts advise using external hard-drives, a cloud document management solution, and being sure to properly disconnect computers from the hard-drives as good ways to prevent losing information.

Prevention is worth its weight in gold, and experts suggest large companies focus far more efforts on keeping their data secure than they have been. Don’t lose years of important data, documents, and files because you are hacked. Please contact us to get your data in a secure environment before it is too late.

Changing over to a paperless office can be beneficial for both your business and your clients. Attempting to keep hard copies of business records reduces your ability to keep company and customer data controlled and secured – not to mention the looming threat of those files being lost or destroyed. By having an electronic system that can provide secure storage as well as improve operational efficiency through saving time and space, you can create a positive impact on your bottom line. Record management success is achieved by using an indexed filing system that knows exactly how to organize electronic files efficiently. Here are 4 reasons why an indexed filing system is key to keeping your electronic files organized.

Instant Retrieval

Indexed filing systems utilize metadata properties to categorize or classify the documents you store inside. These metadata index values allow documents to be filed automatically and retrieved rapidly. Metadata is often classified as a resource discovery tool. This means it allows resources to be found by searching on related criteria (for example, all documents that have to do with specific Employee or Customer). You can even cross-reference multiple index fields to bring back a more specific result (for example, all I-9 forms for all Active employees).

Better Organization

Indexed filing systems let you stop worrying about how to organize electronic files because your documents are filed in the correct location every time. Since your documents are automatically filed according to their metadata properties, less time is spent worrying about naming conventions and the correct folder to save things in. Trying to locate a document now becomes very quick and easy. It is common to be able to pull up the document(s) you need in about 3 seconds with an indexed system – without ever leaving your desk.

Controlled Access

Now that your documents are indexed, the question changes from, “how to organize electronic files?” to “how to control access to those files?” Indexed filing systems give you the ability to be very granular when controlling access to documents stored inside. Administrators can assign access according to specific index values. For example, you can create a Group for all of your Regional Sales Managers and give them access to just the Performance Review and Time & Attendance sections of employee files – just for Active staff in their Region.

Robust Reporting

Indexed filing systems also allow you to run reports based on various index values. Some systems will even let you create custom reports from your existing business rules. For example, HR departments commonly like to run internal Audit Reports to ensure all employee folders are complete and up-to-date. On a weekly basis, HR can automatically receive an email with an report detailing exactly which employees are missing which required documents from their folders and which employees have training or certification coming up for renewal in the next 30 / 60 / 90 days.  

Keeping track of files can be painful because drawers quickly become disorganized and papers can easily be misfiled or lost. Fortunately, businesses can now go paperless fast by automating the process and getting massive amounts of paper scanned, indexed and stored in a safe and secure electronic system. Increased productivity and more control of time and space are just some of the benefits to your business.

Stop worrying about how to organize electronic files! To make filing and retrieving your documents as quick and simple as possible, please contact us at DynaFile today for more information. Our indexed filing system has been helping companies go paperless and manage their files more efficiently for over 15 years. Contact us for a free demo!