3 Ways a Secure Document Management System Empowers You During Audits

Audit season. It can send shivers down the spine of even the most organized business owner. External auditors arrive, meticulously evaluating your processes and requesting specific documents. Imagine scrambling to find a crucial purchase order – you recall the timeframe and approximate value, but the document itself is missing. Desks, shelves, and storerooms are ransacked in a desperate search. This scenario can be a thing of the past with a robust Document Management System (DMS) in place.

Enhanced Security and Access Control for Streamlined Audits

A secure DMS like ShareDocs Enterpriser goes beyond simple document storage. It empowers you with a comprehensive suite of features to ensure audit readiness and data security:

1. Multi-Factor Authentication: Add an extra layer of security by requiring a second verification factor, like a one-time password (OTP) or fingerprint scan, for user login. This strengthens access control and minimizes the risk of unauthorized access to sensitive documents.
2. Comprehensive User Management:
   • Subscription Alerts: Stay informed about specific document activity, including uploads, downloads, deletions, and document sharing, through email notifications. This allows you to monitor document access and identify any potential security breaches.
   • Document Request Notifications: Facilitate audit preparation by sending notifications to specific users requesting them to submit required documents. This ensures all necessary documents are readily available for auditors.
   • Activity Logs: Maintain a detailed audit trail of all user and administrator activities within the DMS. This comprehensive log provides a clear record of document access, modifications, and sharing activity, crucial for demonstrating audit compliance.
3. Secure Document Sharing: Share documents securely with auditors via email with access-based permissions. You can control who can view the document and set an expiration date for access, ensuring sensitive information remains protected even outside your organization.

Improved Document Organization and Retrieval for Efficient Audits

With ShareDocs Enterpriser, you can organize and retrieve documents effortlessly, saving valuable time during audits:

1. Structured Document Organization:
   • Folder Structure and Metadata: Organize your documents within a structured hierarchy of folders and subfolders. Additionally, utilize metadata fields to categorize documents with relevant information such as department, project name, or invoice number. This structured approach simplifies document search and retrieval during audits.
2. Powerful Search Capabilities:
   • Full-Text Search with Elasticsearch: Leverage the power of Elasticsearch to perform full-text searches across your entire document repository. Quickly locate specific documents by searching for keywords, phrases, or even content within scanned documents using Optical Character Recognition (OCR) technology.
3. Proactive Exception Management:
   • Exception Reporting: Receive reports highlighting any errors or deviations that occurred during document uploads or other DMS activities. This proactive approach allows you to identify and address potential audit issues promptly.

Conclusion:

A secure and well-organized DMS empowers you to face audits with confidence. By implementing ShareDocs Enterpriser, you gain a powerful tool for managing document access, streamlining document retrieval, and maintaining a complete audit trail. Contact us today to learn more about how ShareDocs Enterpriser can transform your audit preparedness and streamline your document management processes.

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