{"id":287,"date":"2024-02-25T20:02:21","date_gmt":"2024-02-25T20:02:21","guid":{"rendered":"https:\/\/api-dev.sowise.fi\/www\/?p=287"},"modified":"2024-02-25T20:02:21","modified_gmt":"2024-02-25T20:02:21","slug":"the-importance-of-document-management-for-organizations-reporting-to-public-authorities","status":"publish","type":"post","link":"https:\/\/api-dev.sowise.fi\/www\/index.php\/2024\/02\/25\/the-importance-of-document-management-for-organizations-reporting-to-public-authorities\/","title":{"rendered":"THE IMPORTANCE OF DOCUMENT MANAGEMENT FOR ORGANIZATIONS REPORTING TO PUBLIC AUTHORITIES"},"content":{"rendered":"\n

In today’s digital age, document management is more important than ever for organizations reporting to public authorities, such as ministries, cities, the EU, and other funding agencies. These organizations — such as foundations, non-governmental organizations (NGOs)<\/a> and even small companies — need an efficient way to create, sign, and store documents with user-friendly search functionalities. Moreover, it is crucial that they can easily share the documents with public authorities when requested. Document management also plays a vital role in complying with GDPR, as organizations need to inform consumers about the personal data they possess.<\/p>\n\n\n\n


BENEFITS OF DOCUMENT MANAGEMENT<\/h2>\n\n\n\n


Effective document management solutions offer a range of benefits to organizations, including:<\/p>\n\n\n\n


1. COLLABORATION<\/h3>\n\n\n\n


Document management systems facilitate real-time collaboration and version control<\/a>, allowing multiple stakeholders to simultaneously work on the same document. This feature is especially crucial when dealing with large documents or when multiple departments must contribute to a single document. Advanced document management systems allow sharing drafts and completed documents within organization and beyond. For instance, it may be useful for stakeholders to provide some data. When changes have been made to the document, audit log<\/a> can reveal what has been done with the document and by whom. <\/p>\n\n\n\n


2. EFFICIENCY<\/h3>\n\n\n\n


Document management systems automate many document-related tasks, reducing the time and effort required to create, sign, and store documents. Moreover, user-friendly search functionalities<\/a> enable quick and easy retrieval of documents, eliminating the need for time-consuming manual searches. Also, advanced document management systems allow integration with the CRM and ERP of the organization. Thus, it is possible to automatically import required data to document templates, and streamline the process of signing. This may also be scheduled to follow certain events so that it doesn’t require any manual work from the organization and its employees. <\/p>\n\n\n\n


3. COMPLIANCE<\/h3>\n\n\n\n


Document management solutions help organizations comply with regulations<\/a> such as GDPR by enabling them to identify and manage personal data. This feature is especially important for organizations that collect, store, and process sensitive personal data. Also, it may be possible to check compliance with sanction lists and politically-exposed people if the document management system allows that. It may be crucial for an organization to show to the public funding agencies that they have taken these things into consideration. <\/p>\n\n\n\n


HOW DOCUMENT MANAGEMENT HELPS ORGANIZATIONS REPORTING TO PUBLIC AUTHORITIES<\/h2>\n\n\n\n

Organizations reporting to public authorities often deal with large volumes of data and require\u00a0efficient document management solutions\u00a0to streamline their operations. Document management systems enable these organizations to:<\/p>\n\n\n\n

1. CREATE DOCUMENTS EFFICIENTLY<\/h3>\n\n\n\n

Document management systems provide\u00a0templates\u00a0and automated workflows, reducing the time and effort required to create documents. Moreover, the systems ensure that all documents are consistent in format and content. By using a document management system, such as Sowise, the organization may ensure that all templates are up to date for all employees. They have all the required details for funding and also aligned in terms of branding, if that’s important. No one needs to pay extra effort to these when the templates are in place.\u00a0<\/p>\n\n\n\n

2. SIGN DOCUMENTS ELECTRONICALLY<\/h3>\n\n\n\n

Electronic signatures\u00a0are legally binding and offer many benefits over traditional paper-based signatures. Modern document management systems, such as Sowise,\u00a0enable organizations to sign documents electronically, reducing the need for manual signatures and paperwork. When choosing a system, it’s important to check what are the funders’ requirements and the signees’ expectations for the signing methods. For instance, the EU expects all funding-related documents to be signed using\u00a0qualified electronic signatures (QES). Also, allowing your international customers and other stakeholders to sign the documents is important. Please, consult your service provider if you need to\u00a0request signatures from international partners, and this is important to you.\u00a0\u00a0<\/p>\n\n\n\n

3. STORE DOCUMENTS SECURELY<\/h3>\n\n\n\n

Document management systems store documents securely, protecting them from unauthorized access and ensuring they are always available when needed. Moreover, the systems provide\u00a0user-friendly search functionalities, enabling quick and easy retrieval of documents. This is a way better solution than storing unreliably on paper without a clear idea who can access the documents. When the documents are stored automatically after signing, there is no need for extra manual work to ensure that all the papers are in one place. Search functionalities enable an efficient way to find the exact document or a set of documents when needed.\u00a0<\/p>\n\n\n\n

4. SHARE DOCUMENTS EASILY<\/h3>\n\n\n\n

Document management systems enable organizations to share documents easily with public authorities when requested. This feature is especially important for organizations that must\u00a0comply with regulations\u00a0such as GDPR. In other words, when someone wants access to documents with customer data, it is possible to give a right to access the document temporarily or permanently.\u00a0<\/p>\n\n\n\n

CONCLUSION<\/h2>\n\n\n\n

In conclusion, document management is crucial for organizations reporting to public authorities. Effective document management solutions offer a range of benefits, including collaboration, efficiency, and compliance. Document management systems enable organizations to create documents efficiently, sign them electronically, store them securely, and share them easily with public authorities. By implementing document management solutions, organizations can streamline operations, reduce costs, and improve compliance with regulations such as GDPR.<\/p>\n\n\n\n

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In today’s digital age, document management is more important than ever for organizations reporting to public authorities, such as ministries, cities, the EU, and other funding agencies. These organizations — such as foundations, non-governmental organizations (NGOs) and even small companies — need an efficient way to create, sign, and store documents with user-friendly search functionalities. Moreover, itContinue reading “THE IMPORTANCE OF DOCUMENT MANAGEMENT FOR ORGANIZATIONS REPORTING TO PUBLIC AUTHORITIES”<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[19],"tags":[37,20,85,87,89],"_links":{"self":[{"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/posts\/287"}],"collection":[{"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/comments?post=287"}],"version-history":[{"count":1,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/posts\/287\/revisions"}],"predecessor-version":[{"id":288,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/posts\/287\/revisions\/288"}],"wp:attachment":[{"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/media?parent=287"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/categories?post=287"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/api-dev.sowise.fi\/www\/index.php\/wp-json\/wp\/v2\/tags?post=287"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}