At FileHound we understand that business owners face many challenges when considering how to improve the way they securely access and manage important documents, with a level of simplicity that suits all of their employees.
The Covid-19 Pandemic has forced many businesses into developing ‘new ways of working’ with a focus on ‘going digital’. Home office workers and remote teams can be disadvantaged if they cannot easily access information to support their business decisions and processes.
Every business manages and retains a wide range of important documents, from sales proposals and customer orders to invoices, employee records, trading agreements, tax returns, audit reports, health and safety records, property leases, board minutes and shareholder information.
Did you know? In the United Kingdom many of your business and accounting records must be legally retained for potential audit by the HM Revenue and Customs (HMRC).
Exactly how long you need to retain your records depends on your business structure – essentially, whether you’re self-employed or run a limited company. If you’re an employer, regardless of your business structure, you also have certain responsibilities when it comes to the retention of documents.
Need further advice: Check out this guidance document from the HMRC ‘A general guide to keeping records for your tax returns‘.
Working with paper and unstructured data is no longer the best way to manage these important business documents, especially when businesses are also being required to consider increasing levels of security and regulatory compliance such as The General Data Protection Regulation 2016/679 (GDPR) and Personally Identifiable Information (PII) is involved.
Introducing FileHound – Your Digital Filing Cabinet
FileHound’s Digital Filing Cabinet solution can help solve these challenges ‘out of the box’ by ensuring your important business documents are securely available, easily found when needed and fully audited at all times.
FileHound offers Simple and Advanced Search tools to help you find documents in a few seconds. You can also search for information inside a document so if you cannot remember what the document is called or where it is saved just FileHound it!
Intelligent indexing gives your documents meaning and lets you categorise your documents in a way that makes sense to your business and employees. This lets you easily search, and cross reference information to more than one topic, which is not possible with paper records and when stored digitally in a traditional network or local computer folder structure.
When working from home, or remote, you still need to store, access and share important documents. FileHound makes it easy for your employees to access your business documents online and can also be configured to support remote teams. With security and compliance built in, you know your documents are secure, while your work force stays productive and safe.
Here are 5 key reasons why FileHound is an excellent Digital Filing Cabinet choice for your business in 2021:
1. Work smarter and efficiently
Access your documents on demand, search for content and key words in seconds and digitise manual processes such as automating document retention policies.
2. Save time, money, and space
Locate and process documents faster, reduce printing and admin costs, eliminate filing cabinets and storage boxes throughout your business.
3. Mitigate risk and exposure
Store your documents securely with a full audit trail, enforce user access controls to ensure only approved individuals can access your important documents.
4. Empower remote working
Home workers and remote teams can securely access, share, and process business documents from the cloud.
5. Help the environment
Reduce your carbon footprint by reducing your paper usage and consume less energy when business printers and photocopiers are inactive.
More great features you can find in FileHound
About the author
Mark Eost is FileHound’s Head of Channel Development with the remit to develop our channel strategies, managing relationships and being the face of FileHound to new & existing channel partners in the UK and abroad. Mark has a deep understanding of Document Management, Business Process Optimisation and Digital Transformation having worked in the past for companies such as M-Files and Canon UK, as well as running his own successful business. This depth of experience, knowledge and commitment to building collaborative partnerships makes Mark the perfect person to support our FileHound Partners and help them achieve great results.
“With our FileHound platform it is great to be able to provide businesses the tools to support their digital strategies, their ‘new ways of working’ and importantly help them be successful in 2021”– Mark Eost, Head of Channel Development