Blogs

ICRC PROJECT PROFILE

Sun, 03 Oct 2021 16:02:00 GMT

International Committee of the Red Cross Project Profile

How we helped the International Committee of the Red Cross (ICRC) manage their finance compliance with Go Paperless! Scanning Services and Archive One Document Management System.

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Details

Industry: Humanitarian NGO

Duration: 2016 to Present

What:

Scanning of finance records and attachments, to have a backup of all supporting documents.

Description:

The service involves the scanning of paper financial records on a massive scale running through tens of millions of pages. The average scanning throughput was 250,000 pages a day.

Results

Faster Searches

The solution has brought down search time from one (1) hour with multiple employees involved to under one (1) minute.

The physical location of the record can be tracked by using the box number.

Centralized Database of Records

All records are stored in a database and backed up.

Portability of Records

Records can be moved online or through smaller electronic storage devices instead of shipping containers for audit.

Archive One is a document management system designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

CATHAY LAND PROJECT PROFILE

Sun, 03 Oct 2021 16:02:00 GMT

Cathay Land Project Profile

How we supported Cathay Land Inc. in streamlining their document management and regulatory compliance with our expert Document Scanning Services.

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Details

Industry: Real Estate

Duration: Feb 2024 to Present

What:

Scanning of Account Management, Planning and Design, Property Management, and HR Documents

Results

Cost Savings

By outsourcing document digitization, Cathay Land Inc. reduced storage costs associated with physical documents and eliminated the need for extensive office space dedicated to document management.

Improved Compliance

With the Archive One Document Management System, Cathay Land ensured that documents from all departments were organized and easily retrievable, simplifying the process of meeting regulatory and legal requirements.

Increased Focus on Strategic Initiatives

Core employees in each department could shift their focus from time-consuming document management tasks to higher-level strategic initiatives, driving overall business growth.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Digitization of POS Receipts | Go Paperless Scanning Services

Tue, 18 Aug 2020 10:50:00 GMT

Digitization of POS Receipts

The audit process is dreaded by most businesses. Part of the audit is the validation of transactions and activities carried out throughout the year and the submission of finance documents to various regulatory agencies.

A company-appointed auditor will need all relevant financial documents to perform the audit. The company must therefore retrieve and provide all requested information to the auditor. Included in this will be the collection and provision of all relevant receipts, both issued and received.

What is receipt digitization?

Receipt digitization is the process of capturing and extracting information from a receipt and converting them to a structured document.

It can benefit organizations in various ways by speeding up the indexing process and making archiving more efficient. It is also critical in streamlining and automating financial and taxation processes.

When not automated, this process is done by manually extracting the relevant information and inputting it into a database which is costly, slower, and labor-intensive.

Receipt digitization use-cases

BIR Compliance

BIR regularly conducts inspections on business establishments to verify compliance with various tax regulations. One of which is the invoicing and bookkeeping requirements provided for under the existing internal revenue laws.

Businesses should be able to validate all transactions and activities undertaken throughout the year. Keeping an archive of digitized receipts, along with the other audit evidence, in a document management system can ensure complete documentation and easier retrieval.

Accounts Payable and Receivables Automation

Digitization is a major step in automating the collection, processing, and publishing of receipts and invoices.

Automating accounts payable is proven to be beneficial for companies of all sizes, especially when the automation tools are integrated with your existing accounting system. It allows companies to significantly reduce the cycle times, reduce the cost of invoice processing, introduce efficiencies in managing documentation, and allow transactions to be traceable throughout the organization.

Why receipt digitization can be a challenge

Receipt digitization is difficult since receipts have a lot of variations and are sometimes of low quality. Scanning POS receipts also introduces several artifacts into our digital copy. These artifacts pose many readability challenges.

Here’s a list of the few things that make it a difficult problem to crack

Handwritten text
Small fonts
Noisy images
Faded images
Camera motion and shake
Watermarking
Wrinkles
Faded text

Partner with us - Document Scanning and Indexing with Go Paperless

Selecting a scanning solutions provider is your first step in outsourcing your scanning jobs. You want to know that a partner is Data Privacy Act Compliant and will be able to meet the project’s timeline, and budget, and deliver superb results.

Go Paperless, our scanning service brand has established procedures and security controls of the highest standards to ensure the on-time delivery of projects. We use automated indexing to provide greater efficiency, accuracy, and effectiveness in extracting data. We have thousands of satisfied customers from different industries who rely on our service.

Archive One is a document management system (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With our partners' help, we provide an end-to-end document management solution from scanning to document storage at a highly competitive price.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Authentication of Digital Documents in Archive One

Tue, 18 Aug 2020 10:50:00 GMT

Authentication of Digital Documents in Archive One

Check the authenticity of a file with Archive One Document Management System's document authentication feature

The Importance of File Validation

The file validation feature in a Document Management System aims to check if a file is authentic by comparing it with the documents stored in Archive One. Every single document inside Archive One is unique and when a document is changed or altered, its hash value changes. Checking for file authenticity is vital for organizations as it verifies if a file has been modified by untrusted parties.

File Validation Using Archive One

Documents can be checked for authenticity by clicking 'Tools' in the menu bar and selecting 'Hash Validator' in the drop-down list.

When 'Hash Validator' is clicked, a pop-up window would appear for input. If a document with the same hash code is found in the system, it displays the following:

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Digitization in the Insurance Industry

Mon, 03 Aug 2020 09:38:00 GMT

Digitization in the Insurance Industry

In this hyperconnected age, insurance industry leaders worldwide realize that they have to step up not just because of changing customer behaviors and expectations, but also due to compliance. These pushed them to leverage the use of technology to reduce costs, improve their processes, and efficiently run their overall operations. There is much potential to be exploited through digitizing the insurance sector, especially in this world of disruption.

Scanning of Insurance Documents - Use Cases

Secure document storage

Insurance companies accumulate thousands of documents over their years in operation. They are required by law to retain confidential client information, along with employee or company data, for a certain period. Security is also one of the biggest considerations with the digitization of documents. In fact, even insurance companies are not protected from damages caused by water or fire. With document scanning and archiving documents in a document management system (DMS), not only would it address business compliance, but it could prevent fraud and document loss, and ensure that users are working with the right document version. Users are only allowed to access the documents that are relevant to them, thanks to the role and permission-based access function.

Document capture

With a document management system, capturing data in documents through automated indexing is a lot easier, regardless of the format. This also means easier document submission for customers, employees, or sales representatives since they no longer have to submit multiple hard copies or even make multiple copies of documents. Employees can easily upload documents and index them automatically using OCR which makes document search possible. It also documents the time of document processing through the system’s digital timestamps. This is especially helpful for checking claims and releasing settlements.

Meet compliance demands

Insurance companies deal with various compliance demands by different regulatory bodies. In fact, a typical insurance company focuses on the following compliance functions:

Authority regulations
KYC
AMLC
Anti-Bribery and Corruption
Data Security and Data Privacy
Complaints and Claims Management
Fraud Management
Distribution and selling practices
Conflict of interests
Anti-Trust
Transparency of contracts
Taxation on premiums

Meeting these compliance demands can be achieved with the help of scanning and deploying a document management system. Aside from being able to collaborate easily with auditors through its audit function, insurance companies can meet data protection and document retention regulations easily.

Document Scanning and Digital Archiving for Insurance Companies

Recent situations further highlighted the need for insurance companies to digitize and streamline operations and claims functions for customer experience and to alleviate compliance burdens.

Our document scanning expertise is scalable to your requirements, whether it is a small scanning job, day-forward, or a much larger backfile conversion. Upon the conversion of your physical documents by our imaging team, the digital documents are uploaded into Archive One DMS, which serves as a central repository where authorized users can access and view important documents securely.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Document Management System for the Pharmaceutical Industry

Wed, 29 Apr 2020 02:05:00 GMT

Document Management System (DMS) for the Pharmaceutical Industry

Businesses in the pharmaceutical industry, whether small or large, are being faced with regulatory requirements that have proved complex, time-consuming, and growing by each day. Additionally, such companies are faced with a significant amount of paperwork that results from various operations involving medical, tax, and accounting regulations. With such administratively-intensive practices, it is crucial that pharmaceutical businesses adopt a document management system.

Having a document management system enables your pharmaceutical business to file scanned documents, forms, attachments, and emails automatically into a virtual filing cabinet, which helps to reduce any administration tasks and errors. By investing in a document management system, you can protect sensitive customer data through encryption, monitor efficiency, identify bottlenecks by having access to real-time work performance reports, and have your documents arranged in an organized manner for easy retrieval.

Some of the main documents that you can store and protect using a document management system for the pharmaceutical industry include:

Customer information

Data on customers helps validate clinical studies and therefore hold great importance in supporting clinical trials and gaining FDA approvals in subsequent versions of the drug under trial. It is important that such information is well documented, filed, and protected from unauthorized access. Protecting such documents is also mandated under FDA regulations, and by getting a document management system to help with this, you will be taking the right steps toward upholding compliance.

Clinical documents

A typical clinical study can last for up to 10 years and involve various documents on such matters as the study, patient enrollment, clinical study sites, and sponsors, among others. When the documents are collected, they help form the study’s TMF (trial master file). This documentation, which is important in the marketing phase, must be compiled, organized, and protected, therefore a need for a document management system.

Pre-clinical documentation

A lot of work and time is put into the formalization of the right combination of biological and chemical substances used in making the new drug. During this phase, there is a significant amount of documentation that is created regarding chemistry and biological tests, and animal and laboratory studies. Therefore, in a bid to handle such documentation while ensuring compliance with FDA regulations, it is important to implement a document management system.

Benefits of investing in a document management system for the pharmaceutical industry

Regulatory compliance by ensuring the availability of audit trails in stored information
Reduced duplicated and redundant information
Automation of major pharmaceutical document workflows
Restricted access through enhanced information security
Improved quality of data
The presence of a repository that helps store and manage documents through the various stages of the clinical trials.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Using document management system for successful remote work

Wed, 29 Apr 2020 02:05:00 GMT

Using Document Management System (DMS) for Successful Remote Work

As people get used to working from home, some of the tech giants started to permit office workers to work from home permanently. Following their lead might prove challenging for a lot of companies. Aside from the difficulty of companies to let go of their office space and in-person communication, other business heads were worried about the lack of control of the employees, paper-based processes and storage, data security issues, and the difficulty of tracking one’s productivity.

Document management system as a major tool for remote and office workers

Having a cloud-based document management system could benefit both remote and office workers. Aside from the capability to access documents remotely in a structured system, businesses are provided with secure document sharing, be able to comply with document storage policies by gov’t agencies such as AMLC, BIR, FDA, DOH, etc, and easily provide audit documentation, so employees can do audit work and share audit documentation wherever they are.

Access and share documents across the organization, whether you’re in the office or at home.

Prevent the loss of data and the accidental deletion of records.

Find documents quicker and easier with its enhanced search capabilities.

Convert scanned files/images to text using the Optical Character Recognition (OCR) functionality and indexing capabilities.

Protect and preserve documents and the integrity and authenticity of the information.

Prevent unauthorized viewing of documents by allowing document administrators to create permissions based on each user's needs, privileges, and role.

Track users who viewed, printed, and downloaded files with the Audit Trail feature.

Generate insight from business data using the Customizable Reports function.

Key Features of an enterprise-grade document management system

Secure and Organized Storage

Archive One provides database and library-level separation, audit trail, and has the ability to generate access passes. Administrators can track user activity which includes the name of the document they viewed, downloaded, or printed along with the date and time stamp, for the company to monitor and secure any confidential information.

Powerful Search Functionality

Archive One's powerful search engine contains search functionality for documents at all levels in several ways, enabling users to find documents quicker and easier. It allows advanced search to further narrow down results to specific documents or other items such as notes. The administrator has the flexibility to customize search fields for a better search experience.

Conversion of Image to Text

Archive One enables users to convert images to searchable text for retrieval purposes by extracting words through manual or automated indexing. The more keyword one creates, the more relevant documents will appear.

Document Version Control

The version control feature ensures that users have access to the latest and updated version of documents while preserving the older versions.

Role-Based User Permissions

A user's role determines what they can and cannot do in the system. This feature prevents data breaches by keeping tighter control over document access and downloads.

Custom Reporting Capabilities

Quickly generate data intelligence reports associated with your Archive One database and libraries with drag and drop reporting. Reports generated can be exported to Excel and PDF for submission.

One system, multiple features. Specially designed for your digital workplace.
Archive One also offers Easy Audit Tool, E-Signature Capabilities, Secure-sharing, One Time Password, Web-based Access, Customizable Preview Watermark, and a lot more.

Archive One Cloud for the new state of work

Success in business can be attributed to the proactive decisions of the people running it. Future-proof your business with the right technological tools.

We offer scanning services and a cloud-based document management system as a cost-saving solution for organizations looking to maximize workforce productivity, control their records, comply with AMLC requirements, and easily keep up with periodic audits.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Document Management System for Manufacturing

Tue, 28 Apr 2020 06:59:00 GMT

Manufacturing Industry: Support your Quality Management Program with Document Management

The adherence to document control standards and the productivity of manufacturing facilities are significantly weighed down by the continuous influx of paper documents that range from purchase orders, revision notices, invoices, and proof of delivery forms, among others; all of which are essential in ensuring operational efficiency in the process. Therefore, if you have a manufacturing company whose struggles stem from handling paper documents, it is imperative that you get yourself a solution that allows for files to be streamlined for better organization and conformance to regulatory and compliance requirements for manufacturing procedures.

Major documents in a manufacturing document management system include:

Project management document

In the manufacturing industry, having disorderly or unfinished project documentation accounts for most income delays that add up to millions of dollars. This can all be avoided by investing in a manufacturing document management system (DMS). Such a system allows for transparency, traceability, flexibility, and automation when managing manufacturing projects.

Office documentation

The use of an electronic document management system has proved to be effective and beneficial compared to conventional models, which were paper-based. With this realization, a huge number of manufacturing organizations are moving towards using a document management system in handling their official documentation. Such a system allows for efficiency and order in the organizations while allowing for the reduction of any frustrations and costs.

HR documents

While human resource remains to be of critical value to the livelihood of a manufacturing organization, so are the documents used in managing them. By investing in a document management system, your manufacturing company will be setting itself up for success as the management of information regarding the business owners, department heads, supervisors, managers, and employees will be easier and more seamless.

Contract documents

By investing in a document management system, your company stands to be free of any risks associated with contracts. Such a system helps with the management, preparation, signing, approval, and agreement of all contracts.

How a document management system (DMS) for manufacturing can be critical in meeting regulatory compliance:

Flexible and simple to increase user convenience
Help with the completion of audit reports existing within the repository
Maintaining a document life cycle by using a version control feature
Controlling records through a record management system
Rely on a number of security controls that will help with safeguarding the data

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Auditors: How Archive One makes it easier for you to run audits

Thu, 19 Mar 2020 04:36:00 GMT

Auditors: How Archive One makes it easier for you to run audits

A document management software (DMS) should be more than just a secure and centralized storage of digital documents. It must also be able to strengthen your business’s ability to adhere to compliance regulations and audit documentation.

Currently, most companies still use a manual or paper-based audit system to manage audit documentation which is time-consuming, prone to loss of records, and inefficient. With a long list of transactions an auditor had to go through along with the supporting documents that had to be validated, the audit process is becoming increasingly challenging.

It is recommended for companies to revise the processes of document registration, transfer, and control within an organization, assess effectiveness, identify weaknesses, and implement the following:

Digitizing the Documents and Automation
Document management system (DMS) with built-in audit features
A single user interface for audits
Choose your own Audit Scopes by creating and adding documents to them

Audit scope can be set to signify the coverage of an audit.
Documents are added to an “Audit Scope” for actual audit work.

How Archive One solves audit documentation challenges

Built-in audit tool makes audit easy to execute
No need for paper duplicates
All files are stored in one place and records are easily retrievable
Provides artifacts for auditors
Automated reporting of cases and resolutions
A database of historical audit

Historical Audits pertains to the list of all previously completed Audits (Audit Scopes)

How to use Archive One's built-in audit feature

Select documents to audit

Use Transaction Period Filters and Document Types
Examples: Expense Vouchers – 2019.12, Expense Vouchers – 2020.11

Add selection to a new or an existing Audit Scope

The initial status of documents will be unaudited

Start audit

Mark documents with reasons for findings
Pass documents

Create a report

Single Scope Report
All Scopes which can be filtered according to their status

Automated, scalable, and streamlined approach to audits

The audit function in business keeps on evolving to keep up with emerging technologies, industry pressures, and business challenges. These factors also place a greater demand for the audit function to modernize using technology.

With a document management solution such as Archive One, businesses can leverage audits and compliance in an automated and integrated framework. This solution provides augmented features such as a single interface for audits, audit artifacts, central storage of records, a database of historical audits, and automated reports.

Archive One equips businesses with tools that make audit documentation a walk in the park -- it makes it easy to prepare the required information correctly and provide system access to auditors, enabling them to view these files. Not only do these benefits reduce the risks of failing an audit, but it also helps departments such as Finance, HR, and Records/Compliance to focus on daily operational activities.

Audit View - UI

Audit Window – Resolution / Closing Cases

Historical Audits

Reports

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

How document scanning and document management system support non-profits

Wed, 26 Feb 2020 10:18:00 GMT

How document scanning and document management system (DMS) support non-profits

Document management is important in non-profit organizations as it is to any organization or business out there. However, there are key nuances that necessitate the need for a proper document management system in non-profit organizations. Non-profit organizations have to deal with such issues as tax returns, board member files, donor records, and volunteer applications. Therefore, non-profits have to implement document management solutions that can reduce storage use, allow immediate access to required information, and improve workflows.

Having a document scanning and management system supports non-profits in the following ways:

Security and Compliance for non-profits

A non-profit organization has to ensure that it has proof of all the donations and how they are being spent, hence the need for a good record-keeping system. A document management system allows documents to be scanned and managed electronically in a bid to safeguard paper trails. Some of the key standard security measures include history logs, audit trails, individual user security settings, encryption, and level-based permission access. All the information is stored in a database of sensitive non-profit documents that include tax returns, donor records, and volunteer applications among others.

1. Remote Access

With an electronic recordkeeping system, easy and secure access to documents is made possible, especially for volunteers and employees of non-profits that are spread across the globe. This enables business continuity, collaboration, and overall operational efficiency as the document management system connects people with information in an efficient way.

2. Reduced Costs Associated With Paper Use

Document management systems allow easier conversion to digital storage. This eliminates the need for storage cabinets and paper for recording and storing information. In the process, the searching, compiling, and creation process becomes simplified, improving overall productivity. By implementing a document management system, the non-profit will be cutting down on time and costs associated with the creation and handling of paper documents.

3. Simplified Compliance

A document management software (DMS) aids non-profits in meeting their legal obligations and dealing with the complexity of compliance. Nonprofits are required by laws to adhere to data retention policies and keep detailed records of donations and other financial transactions. Switching from paper-based to electronic document management is a surefire way to easily prepare for and pass internal and external audits.

Keep a record of critical documents and maintain the right version with the version control
Limit access with access control
Keep an audit trail to ensure operational integrity
Generate compliance reports with a drag-and-drop reporting tool
Reduce audit time and costs
Set document retention schedules

4. Streamlined Organizational Processes

There has been a growing demand for tools that will give non-profits the ability to achieve automated processes, extract data that is of high value, and capture content. This has forced non-profits to turn to a document management system since they allow for streamlined processes starting from the donor, to the organization, and finally the recipient. A document management system allows for improved productivity and efficiency in previously time-consuming processes such as the circulation of organizational documents.

Archive One for Non-Profits

Non-profit organizations create massive amounts of documents and are required to keep records for monitoring, grant-making procedures, financial compliance, and tax-exemption purposes. With Archive One's special features, nonprofits are able to deal with compliance easily and focus on achieving their mission.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Importance of Document Control in ISO 9001:2015

Wed, 12 Feb 2020 10:39:00 GMT

Importance of Document Control in ISO 9001:2015

Document control falls under the purview of the Quality Management System (QMS) and is therefore required under ISO 9001:2015.

This article shall offer insight into the importance of document control in ISO 9001:2015.

In QMS, document controls include all the measures put in place to ensure governance over the access, addition, or alteration of its content. As provided for in ISO 9001:2015, the mandate of “control over documented information” is to ensure that only the right people maintain access to a Quality Management System when needed and that no unrecorded or unauthorized changes are made to its contents. Additionally, having document control ensures that an organization has access to recent procedures and policies that allow it to operate, and correct records and instructions.

Key considerations in document control

The location to store the documents
Creation of the documents
The person responsible for the distribution of the documents to the appropriate parties
The life of the documents
Relevant permissions
Protection of the documents from destruction
Retrieval of the documents
Security of the documents
Validation for determining the authenticity of the documents
Version control

Importance of document control

a. Automation of tasks

Documentation control allows for the automation of any tasks related to documentation in the organization. Documents no longer have to be edited manually; a template style can be developed and applied to all documents to fit the in-house style automatically. Issues of productivity can now be eliminated, leaving the key members of the team to focus on other high-return organizational tasks.

b. Reduced documentation errors

Having fast access to company data ensures that the number of documentation errors is reduced significantly. This is mainly because using document control streamlines the requisite pathway for document review. Management teams can access documents much faster and disseminate it to their respective teams for fact-checking and analysis. Document control also ensures that all this is done within the set timeframes. Instead of doing separate document analyses, document control allows the analysis of documents at the same time by the team members.

c. Ensure that data is searchable and indexed

Lack of access to documented data is a key challenge that ails most growing organizations. This is mainly because they lack systems that can allow one to carry out a search for pertinent information. However, it is crucial to ensure that data related to important company projects and customers is easily available for utilization. Having a document control system will enable an organization to have a searchable data hub and index data, making it readily available for use.

Benefits of having a document management system

Access and share documents across the organization, whether you’re in the office or at home.
Prevent the loss of data and the accidental deletion of records.
Find documents quicker and easier with its enhanced search capabilities.
Convert scanned files/images to text using the Optical Character Recognition (OCR) functionality and indexing capabilities.
Protect and preserve documents and the integrity and authenticity of the information.
Prevent unauthorized viewing of documents by allowing document administrators to create permissions based on each user's needs, privileges, and role.
Track users who viewed, printed, and downloaded files with the Audit Trail feature. 
Generate insight from business data using the Customizable Reports function.

Archive One for ISO document control

The management of ISO documentation is tedious to keep up with and demands a lot of man-hours to track. Archive One offers Scan-On-Demand and Document Management System as a cost-saving solution for companies that need to comply with document control in accordance with the ISO standards and quality engineering practices.

Achieve documentation compliance with Archive One!

Book a 1:1 appointment now.

Customer Records Digitization for AMLC Compliance

Wed, 13 Nov 2019 05:33:00 GMT

Customer Records Digitization for AMLC Compliance

With the adoption of new guidelines adopted by the Anti-Money Laundering Unit comes the mandate of the digitization of customer records in institutions such as insurance companies, banks, and other persons covered under the Republic Act (RA) No. 9160 or the Anti-Money Laundering Act of 2001. Such persons covered by the act include professions, casinos, businesses, and entities falling under the jurisdiction of anti-money laundering and counter-terrorism financing.

The guidelines of the AMLC dictate that all covered industries have to store their customer records in a central database that will ease immediate access by duly authorized officers. The officers shall be responsible for the provision of the documents to the AMLC portal, making it easier to obtain such data compared to having to go through longer channels before getting access. This direct access to customer information ensures the proactive analysis of the customers' financial profiles.

The AMLC also requires accountants, lawyers, jewelry dealers, and fund managers to register under-reporting entities and digitize their client data. This move aims at broadening the fight against illegal wealth and financial crimes.

Purpose of digitizing for AMLC compliance

Digitization will be an enabler of the swift transmission of data since customer records are available and retrievable easily. This eliminates the need for requesting documents from branches every time there is a need.
It prompts the proactive analysis of customers’ financial profiles in a bid to curtail illegal wealth.
It helps the Philippines conform to global standards especially due to the growth in online transactions. Due to digitization, global banks have easier access to customer profiles and, therefore the ability to carry out effective monitoring and analysis of transactions and report any suspicious transactions to the organization's Financial Intelligence Units.
With the Philippine economy experiencing the fastest growth in Asia, it helps add to its competitiveness. Such ensures that their organizations can base operations or conduct operations internationally, therefore a bigger market.

Document Scanning and Document Management for AMLC Compliance

Aside from AMLC's recordkeeping requirements, banking institutions, insurance companies, and other covered persons have to comply with the guidelines on the digitization of customer records. Failing to comply gives serious repercussions to these institutions, which is why digitization and document management have become a necessity.

Archive One offers Scanning Services and Document Management System as a cost-saving solution for institutions looking to control their records, comply with AMLC requirements, and easily keep up with periodic audits.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Protecting confidential HR records with a document management system

Thu, 07 Nov 2019 02:40:00 GMT

Protecting Confidential HR Records with Document Management System

The confidentiality and security of employees’ private information are prone to most legal issues in the corporate world. Such information is ought to be kept safe from any unauthorized access. This includes social security numbers, medical information, payment information, payroll accounts, and other information that might require the inclusion of the employee in a protected class. It is imperative that these are stored and documented separately from other employee records. This helps ensure limited access by third-party individuals that might use the information to put the employee to harm.

The protection of HR confidential records can be done in two ways. One, using a paper-based filing system, which requires the creation of a separate and secure place for filing sensitive employee information. Access can be done with electronic locks and computerized security systems. Two, one can opt for a document management system, which utilizes tools such as passwords and access control in providing access to information stored inside. Limiting the potential for exposure to sensitive information helps protect an organization from making decisions that appear discriminatory to the employees.

Types of confidential HR records

1. Medical information:

This includes medical exams. insurance information, drug test results, worker compensation information relating to illness or injury, disability information, and sick leave application.

2. Record of employment:

Record of employment includes information such as inclusion in a protected class, social security number, and birth date. Records of employment are key when proving non-discriminatory and fair organizational hiring practices. Additionally, the records of employment should be kept separate from other information to prevent the use of such information by a manager in a discriminatory way. Other examples of this are:

Police Clearance
NBI Clearance
BIR tax contributions and withholding certificates
SSS, Philhealth and Pag-ibig contributions and withholding certificates
Employment Contracts
Waivers and other policy acceptance documents

3. Payroll information:

Ensuring the confidentiality of payroll information helps observe employees' privacy. Payroll information includes salary, payroll decisions, tax deductions, and the benefits that the employee gets. While there’s no legal requirement to have this information separate, it is wise for a company to ensure that it is kept separate.

4. Workplace investigations and reviews

When an organization conducts an assessment or investigation, it is imperative that the results remain undisclosed to anyone, including employees associated with the review or investigation.

Important document management system features and benefits for HR

Secure central repository for HR files

Ensure the easy retrieval and storage of employee reports

Enhanced search capabilities for faster retrieval of HR records

Permission-based access to prevent unauthorized viewing of documents

Optical Character Recognition (OCR) functionality and indexing capabilities to convert scanned documents to text, making retrieval possible

Audit Trail Feature to track users who viewed, accessed, and downloaded files.

Customizable reports for generating insights from HR data

Archive One for HR Teams

Before settling on a document management system that will be perfect for your HR department, it is important to ensure that it meets your set criteria to ensure easy adoption and use.

Archive One is a document management system that boasts of features that meet the needs of an HR department. With Archive One, companies are able to easily centralize HR documents, minimize compliance risk, protect documents, and can even integrate with other systems. The system ensures the constant tracking and monitoring of human resource documents. It works with various types of files and formats ranging from employee reviews, sick leaves, employee requests, cover letters, and resumes. It also allows users to capture documents from the desktop, adding notes to any documents stored with its auditors' notes function, secure documents by role-based access, and by keeping audit logs and version history.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.

Records Management in the Education Sector

Fri, 25 Oct 2019 02:01:00 GMT

Records Management in the Education Sector

Improve school operations with digitization and document management.

The education sector has always been used to handling loads of paperwork. These educational organizations manage employee files, financial documents, student records, education compliance documents, and various forms, which are primarily stored on paper, making the processes to manage them inefficient. Keeping these confidential documents secure and accessible is a primary concern for these educational institutions. Even electronic documents, if not stored properly, come with security risks.

Importance of Records Management in the Education Sector

The importance of proper management of documents in the education sector is outlined in a study titled, “Excellent School Records Behaviour for Effective Management of Educational Systems” by Rose Ngozi Amanchukwu.

Accountability: Record keeping is vital to an education system’s information cycle as a whole, because of its fundamental role in the process of efficient information production and collection. School records are an important means of accountability because they provide proof. Records such as cash books and stock books help to ensure accountability as they show income, expenditures, and stock levels in a school. These cash and stock books can then be made available to auditors on demand for the auditing of school funds and facilities.

Decision Making: School records help school administrators to make decisions. Records provide raw data that enable coherent, balanced, and objective decisions on issues such as promotion, student and staff discipline, and teaching and learning performances.

Employment: Properly kept human resource records serve useful employment and planning-related purposes.

The number of staff, their areas of specialization, qualifications, age, gender, and so on will help the principal to determine the human resource needs and assets of his or her school. Consistent information kept about employees can also be used in employee performance appraisals.

Guidance Counselors: School records are of great importance to school guidance counselors as these records can provide counselors with a holistic picture of the students they counsel (academic grades and achievements, disciplinary measures taken, and/or extracurricular activities) and can help counselors track student progress.

Information Bank: Records kept in schools serve as an information bank from which school administrators can recall information as needed.

Information for Parents: Parents often want to know how their children or wards perform academically. Records of school report cards and/or end-of-term results should be kept by schools should parents wish to review or discuss past student performance.

Planning: Accurate data assists educational planners to identify areas of need that should be addressed or accorded priority attention.

Student Academic Achievement and Behavior: Certificates and testimonials are issued to graduating students to show how they performed during their studies. Properly kept records can help considerably in the accurate production of thorough certificates/testimonials.

Subject Time Table: School timetables help in the coordination of staff and student activities and work. Keeping track of timetables from year to year can help a school and school administrators determine which combination of classes and teaching assignments works best to optimize teaching and learning.

Supervisors/Inspectors: The availability of records enables supervisors or inspectors to objectively assess student and staff performance and offer advice or proposals for improvement.

Document management as a solution to records management challenges

Archive One helps record managers overcome the main challenges in controlling and managing documents in the education sector.

Centralized and secure access to student documents
Control over rights, permissions, and levels of access for users and departments
Permission-based access to information
Compliance with retention schedules of documents
Easier preparation for audits with monitored system events and drag-and-drop reporting tool

Records Management with Archive One

Archive One gives education providers a powerful tool to organize and facilitate the sharing of information to allow administrative and teaching staff to have secure and ready access to documents. Moreover, it alleviates all document management challenges and helps educational institutions eliminate time spent in retrieving and managing documents as the documents are centrally controlled and securely stored in a cloud environment.

Save costs, increase efficiency, be disaster-proof, and keep your documents secure with Archive One!

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Document Management System for Human Resource Teams

Fri, 06 Sep 2019 06:10:00 GMT

Document Management for Human Resource Teams

In this modern day and age, human resources have been considered as the lifeblood of any organization. HR professionals allocate much of their time performing administrative tasks; time that can be used to engage in strategic initiatives to revolutionize the human resource experience for their workers. HR roles can be very demanding and document-intensive. With the amount of sensitive information that HR departments handle, it is crucial that organizations adopt technology-related systems that ease the process of document handling and save time that could be used in other activities.

Some Features an HR Document Management System Should Have

1. Accessibility

One of the key characteristics of effective and efficient HR document management is accessibility. Any system used should ensure that there is maximum accessibility and can allow on-the-spot reference. Therefore, it is imperative to check accessibility features such as 24-hour access to mobile or desktop. Accessibility ensures that time is saved on searching a document as compared to other filing methods.

2. Centralization

An effective HR document management system should ensure streamlined management of all human resource documents and records. All the traditional document management systems are behind time, and as an HR professional, you do not have to stack any documents in your office while awaiting labeling and filing them in cabinets. A document management system should ensure that documents are filed with clear labels and tags. Additionally, the system should allow a filtering ability that enables the refinement of search results.

3. Data security

In a world where data is a precious thing, it is imperative that human resources documents are safeguarded from any unauthorized access. Documents stored in the system should be under tight protection at all times. The data security in an HR document management system can be implemented through role-based access, with the management deciding what type of information that an individual can access. Additionally, having a cloud-based system can also protect HR documents from disasters such as floods and fires.

Archive One for HR Teams

Before settling on a document management system that will be perfect for your HR department, it is important to ensure that it meets your set criteria to ensure easy adoption and use.

Archive One is a document management system that boasts features that meet the needs of an HR department. With Archive One, companies are able to easily centralize HR documents, minimize compliance risk, protect documents, and can even integrate with other systems. The system ensures the constant tracking and monitoring of human resource documents. It works with various types of files and formats ranging from employee reviews, sick leaves, employee requests, cover letters, and resumes. It also allows users to capture documents from the desktop, add notes to any documents stored with its auditors' notes function, secure documents by role-based access, and by keeping audit logs and version history.

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Document Management System for Law Firms

Fri, 30 Aug 2019 07:09:00 GMT

Document Management System for Law Firms

When categorizing any document-intensive industry, you will probably meet with Law at the top of the list. In practical terms, the performance of the Law industry depends on how law firms manage the documents of cases that they are working on. This, therefore, necessitates the need for a document management system for both small and large law firms that are tasked with the management of a vast number of documents whose location might be scattered over a number of independent document repositories such as email strings, personal folders, and ERP. It is, therefore, imperative that law firms adopt and utilize the management system that fits their needs. Some of these include:

Features that document management systems for law firms should have

Management and storage

Higher productivity will be dependent on the type of document management system chosen. Apart from storing information, a sound document management system should help those working in the firm with ease of reach and track of files on a need-basis. Therefore, it is imperative that the system maintains a user-friendly system with a folder structure that can be used to substitute shared drives and emails.

Version control

In reference to clients, it is crucial for law firms to keep documents in the order of amendment. That is, the latest document should be the first in line. In the case of the loss of a modified document, the law firm can be guaranteed a work breakdown or interruption. It is therefore critical that the document management system chosen has the ability to save different versions of the documents while showing the revisions and the time and person that did the alterations.

Matter centricity

One of the critical things that lawyers should look at when investing in a document management system is having the ability to retrieve documents on demand. That is, if a lawyer decides to focus on a particular case, materials and information about that case can be accessed with ease, therefore, prompting better comprehension, concentration, and quick completion of the case. Additionally, it is essential that the document management system store different file formats regarding a client, thereby making access easier.

Permission management and control

Documents and information regarding anything legal and Law are very vulnerable to unauthorized access, confidentiality issues, and theft. It is, therefore, crucial that the document management system provides controls and safeguards regarding employee access to information. It is vital that the right people have permission to approve, edit, amend, and read documents stored in the system.

Document Management System for Law Firms

Archive One is a document management system that enables the tracking, management, and organization of information and documents. What’s good about this system is that it can be utilized by both small and large law firms and supports hybrid and cloud-based deployments. Some of the key features include offline access, different search criteria, permission management, automated workflows, and version control.

With the growing demand for document management systems, it is important that a law firm picks one that is easily customizable to fit their requirements. The use of such technologies will ensure that much focus is kept on the cases than worry about access and travel with huge bulks of information. One should focus on the key services they require from the system and use the information to set up criteria to be used in choosing the system.

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Keep vital files in a central repository making them more accessible and shareable across the organization.
Prevent data loss and accidental deletion of records with secure data storage and backup features. Find documents quicker and easier with its enhanced search capabilities.

Protect and preserve documents and the integrity and authenticity of the information.

Prevent unauthorized viewing of documents by allowing document administrators to create permissions based on each user's needs, privileges, and role.

Track users who viewed, printed, and downloaded files with the Audit Trail feature.

Generate insight from business data using the Customizable Reports function.

Ready to upgrade your Document Management? Trust The Expert!

Archive One has the capability and knowledge your company needs to convert to a paperless office, manage your digital records system, and eliminate offsite storage costs. We can help organize your files to be scanned and provide the right document management system so your business can optimize your information workflow.