Use Automated Document Control Programs to Prepare for Audit

Source

If you work in a regulated environment, you will constantly face the complex problem of having to manage huge amounts of data, while at the same time being compliant during inspections. With regulatory pressure being increasingly high, it is important to have audit trail software in place at all times. This ensures that you can always have all your paperwork in order whenever an audit occurs.

One of the big problems caused by having a poor audit score is that there is poor synchronization between underlying processes, documents, and change management. For instance, if you are dealing with more than one supplier and/or location, a document change does not necessarily also change the process. As a result, it is all too easy to find yourself non-compliant, which in turn means you get a negative audit score. When you properly manage your documents, however, you prove that you also follow the best practices that are accepted in your industry.

Features of an Excellent Audit Trail Software Package

A good document control system has a number of core features:

  1. It enables you to control your documents in a safe and secure environment. Because almost all documentation is now electronic, the life cycle of a document can be fully automated while at the same time ensuring that critical information can be accessed securely. It should have a number of automated features, such as easy search options and electronic signatures, while at the same time ensuring only those with the right credentials can access the information.
  2. It should be available on the cloud, so that it can be accessed at all times from anywhere. This is vital because so many businesses now operate on an international level, and because so much of the workforce is now mobile as well. Good audit trail software packages are 100% online, being stored on the cloud. This means that all documents are always available in real-time, regardless of where or when they are accessed, and where from.
  3. It should fully integrate with training management processes. This ensures change management is made far easier as well, as it will show where in the organization there may be a need for additional support or training. Workforce training auditsare as important as other forms of audits, as they demonstrate that you invest in your people and make sure they are the best they can be. At the same time, this will help you reduce expenditure, since you will only develop training for which there is a requirement.

When you integrate your audit trail software with the core processes of your business, you will be ready for any audit. At the same time, you will make your business more efficient, resulting in greater profits, happier customers, and happier members of staff as well. This will put you on an upward continuous spiral of becoming more profitable, more relevant, and more respected across the industry. Clearly, audit trail software is an absolute must.

Some Things to Be Aware of with Open Source Archiving Solutions

More and more companies are choosing email archiving solutions, and for good reason. With regulatory compliance, eDiscovery requests, and legal mandates, it is impossible not to have such a solution in place. However, besides the fact that you require some sort of solution by law, the other key element is one of space. There simply isn’t enough space for companies to store every email that comes in!

Thanks to cloud based archive solutions, data mining and knowledge management has also become a lot more efficient. Gone are the days of backup tapes and praying that there wouldn’t be a power outage. Today, even remote employees can access their email in a safe and efficient manner.

Email archiving solutions also offer the convenience of disaster recovery, which is one of the key reasons as to why it has become so popular so quickly. Clearly, these solutions, which are cloud-based, are so much more useful than any other conventional backup solution. And not just that, it is more affordable as well! Add to that the fact that it comes with lots of extra functions, such as automatic spam removal, and you may wonder why you haven’t made the switch yet yourself.

Yet, for all this convenience, there are a couple of things you have to take into consideration.

On Premise or Hosted?

Your first consideration is which model of archiving you want to use – do you want to purchase a device that keeps all your digital information within your premises, or do you prefer to go hosted, meaning that you need a web browser to access it? While on premise may sound more secure to you, as it means you have full control over it, the reality is that this actually isn’t the case. One spilled cup of coffee could ruin it all. Not just that, it also means that you have to build up or retrain your IT staff so that they can manage it. On site solutions, all in all, are incredibly expensive – and they take up space.

When you choose a hosted solution, all your information is stored on someone else’s server. The company you purchase your solution from is responsible for the maintenance and security of that server. They also continuously back up the information so that, should something go wrong, it remains accessible. Furthermore, everything is encrypted, which means only someone with the right credentials is able to access it.

What Are Your Options?

With an increasing number of businesses relying on cloud-based email arching solutions, providers of these solutions have started to work on making the entire experience bigger and better than ever before. Today, you can fully customize your solution to your personal needs, including in terms of storage space and budget. All systems are now designed to be user friendly and completely seamless. They even have search capabilities and indexing functions. Plus, because competition between providers is strong, you should be able to test out some free trials before you decide to sign up.