Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 16

Security & Recovery
The Mangold Group
CPA firm places client records into document manager for big returns
Clients trust the Mangold Group to keep their private documents
secure, but also kept in a complete and organized package. This
ensures that CPAs at Mangold will have no gaps in understanding
when assessing clients’ tax situations.
The Mangold Group tapped the M-Files document management
solution in order to give their accountants greater command over
clients’ digital financial records, most of which are scanned from paper
documents or copied from CDs. Each item is indexed in the system
according to the tax year, type of document, and client identity.
“Once our accountants saw how powerful M-Files’ search capability was -- all they needed to do
was type in what they wanted -- they really got into it,” recalls Technical Service Administrator,
Michael DuFresne. “Suddenly, it was much simpler, faster, and easier to find files.”
The document management system centralizes content that formerly resided on individual
workstation hard drives. Accountants can now take work home by accessing company files
from a secure online connection. M-Files enables the administrator to place password controls
on sensitive client documents with bank account information or social security numbers. The
system also ensures that accountants have all the files obtained from clients with no accidental
misfilings or deletions. M-Files backs up all versions of business documents.
“With M-Files, we have the entire history of a document -- every time it was saved,” DuFresne
says. “So even if part of a file gets inadvertently deleted, you can always go back and look at
prior versions of it.”

Recovery from Data Loss
Most office workers have had a firsthand experience with data
loss. The most common scenario usually involves changes to
a single work-in-progress, which leads to another day’s work
or a delay in a project timeline. Less common, but far more
devastating, is the catastrophic loss caused by hardware failure,
accidental deletion, or natural disaster. Even a lost laptop can
have long-term repercussions on the course of business.

Portability and Accountability Act (HIPAA) compliance. An
electronic document management solution places important files
into a central repository and periodically creates backup copies at
a secure off-site or online location.

The easiest and most economic way to protect against data loss
on any scale is the routine backup of company data. Because
manual backup procedures take up staff time and sometimes
fail to completely capture all documents company-wide, most IT
professionals now recommend automatic back-up via a document
management solution.
Hospitals and health care clinics, where immediate data
availability can be a matter of life or death, are required to
implement backup mechanisms as part of Health Insurance
EASY DOCUMENT MANAGEMENT

Backups eliminate many of the worst-case scenarios of data loss,
but other file management tools can also guard against the less
serious, but more common, instances of lost document edits.
Check in/check-out procedures, for example, prevent multiple
users from editing the same document concurrently.
Effective document management systems also preserve all past
iterations of business files, allowing users to back-step to prior
versions after accidental deletions.
Given the high costs associated with data loss, these basic
safeguards are now becoming essential features of an
organization’s IT infrastructure.

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