Cloud Software/Document Management System (DMS)

Security breaches, data loss, version control issues, and lawsuits due to regulatory violations have become so commonplace that it all seems "normal". With a document management system, you can avoid these hassles. Security standards, compliance, and information maintenance are under control with minimal human intervention.

Document management systems allow organizations to store information in a pool of secure digital documents, eliminating problems of document loss, time-consuming file retrieval, and storage space constraints associated with paper documents. A secure digital archive means that authorized users can organize, search and access all documents from anywhere and on any device, simplify compliance and support disaster recovery.

Mengali Accounting Firm Protects Client Data and Enhances Audit Process

Mengali LLP, headquartered in Northern California, provides expert accounting, treasury, treasury and tax services. The firm acts as a remote accounting department for its clients.

This cutting-edge accounting firm has taken technology to next level by giving clients controlled access to DocuWare. Accounting firm clients and auditors log into DocuWare online to view account information, participate in workflows, and download documents.

Audits are now conducted remotely and company simply sets up a secure login for each auditor, granting read-only access to documents they need to review. René Mengali, owner and CEO of an accounting firm, said: "For audit, DocuWare has saved our company hundreds of hours that were previously spent retrieving documents, and stress of an audit no longer bothers us."

Fraud prevention is on every customer's wishlist

"One of our clients has previously experienced internal fraud where their employees edited PDF documents to get higher refund rates. This worrying situation prioritizes security and originality of documents, and has helped us to demonstrate to our clients benefits and security storing documents in DocuWare,” explains Mengali.

The solution's workflow capabilities enabled company to create a predefined internal control system that ensures that at least three different employees participate in each client's work. Additional security features such as predefined restrictions on access to employee information, original documents that cannot be edited, and ability to track and record access rights for each document enable companies to prevent fraud.

Save time and reduce risk with document management

Document Management System (DMS) Secure Archiving Feature Checklist

1. Authenticate users using a system of personal usernames and passwords.
2. Enable group, role, individual, and document-centric access;
3. Send all data between web components over HTTPS with 256-bit encryption.
4. Protection against phishing, cryptoviruses and malware;
5. All data in active datacenter;
6. Enable automated workflows and enforce retention policies.
7. Helps your organization meet specific compliance standards, including country and industry regulations;
8. Use electronic signatures to ensure integrity of documents.
9. Check in all changes to create a complete audit trail;
10. Manage current and past versions of a document;
11. Enables secure integration with other enterprise systems such as CRM and ERP.

Whether your team is working remotely, in office, or somewhere in between, a document management system can help you securely and automatically deliver documents to right person at right time.