Category Archives: Uncategorized

This post is part of The Datamation Guide to Human Resources Records.

Human Resources departments are regularly bombarded with thousands of sheets of paper every day. What happens with this paper once it crosses your desk? Maybe it’s filed away into a box or a filing cabinet in the office. But the problem is that even with a locked filing cabinet, there is absolutely no guarantee that paper documents will be safe. Though this spells trouble for any department, HR departments are particularly vulnerable because of all of the sensitive documents that must be kept on file. Allowing those documents to fall into the wrong hands leaves your company and your employees extremely vulnerable.

The information that HR departments deal with every day may include medical records, performance evaluations, payroll information, emergency contact information with home addresses, financial information, and even social security numbers. All of this information is extremely personal, and if leaked, it would be devastating to both the employee and the company. With so much at risk, it is imperative that your company takes every measure it can to keep those documents safe.

Datamation can provide your company with the security it needs, creating the perfect customized solution for your business. It all begins with scanning all of your paper documents, which can be done with the paper documents that you already have, or documents can be scanned as they come in. This way, they become immediately accessible and much more secure than they were in paper form.

One of the most secure ways to store and access information is through ImageSilo, an entirely cloud-based storage system. Because everything is stored in the cloud, all of those records don’t take up any physical space. Better still, ImageSilo protects all of your documents using five layers of password protected security. This means that only those with explicit access and specific passwords can access the information. Records can also be accessed at any time, anywhere there is internet access. The best part of ImageSilo is that administration can also see who has accessed information, and when.

Keeping all of those extremely sensitive documents in paper form is simply not good enough when it comes to protecting your company and your employees. Locks don’t always keep intruders out, but five layers of security and password protection will. Don’t leave the security of sensitive employee information to chance—call Datamation today to discuss the perfect solution for your business.

1749

publish

2018-04-20 00:00:00

the-most-secure-solution-for-your-sensitive-information

This post is part of The Datamation Guide to Human Resources Records.

In any position within an HR department, all employees are bound to work with extremely personal documents at one point or another. Medical records, performance evaluations, payroll information, emergency contact information, and home addresses are just a few examples, all containing information that if leaked, could easily be used for exploitation. Paper documents and records in filing cabinets simply dont provide the level of security needed for these vital records. Only scanning and storing those files digitally with Datamation can provide your company with the security it needs to protect your employees.

(more…)

This post is part of The Datamation Guide to Managing School District Records.

Assistant superintendents are the jack of all trades. If the superintendent is responsible for the overall vision and goals of your school district, its your job to help implement it. Youre also the day-to-day operational manager for several important functions, from records retention to human resources and the districts physical space.

(more…)

This post is part of The Datamation Guide to Managing School District Records.

More and more schools are digitizing both their student and employees records. Employee records contain vital information like employment records, resumes, evaluations, education records, certification records, medical records, and much more.

When all of these records are stored in paper form, they have the potential to get lost, damaged from fires and floods, and are subject to general disorganization that can lead to serious legal problems within your district. Here are five reasons why scanning your personnel files is the way to go:

1. Files can be found in a matter of seconds

The average employee spends 51 minutes per day trying to find a certain paper file or document. Think about how much time could be saved and directed towards more important things if files were easy to find. With digital storage and management options like ImageSilo, each file can be find with a simple keyword search, making it easy to monitor files or access them in case of an emergency.

2. Files are more secure than ever before

Personnel files can only be accessed by those with explicit permission. Because they are stored digitally, they are also no longer susceptible to physical damage, like fires or floods. This preserves them until they are no longer needed.

3. Digitizing files saves space

Schools and businesses often have rooms dedicated solely to storing student and personnel records. These rooms are filled with boxes or filing cabinets that need to be sorted through to find a document. The space that is reclaimed by scanning and digitizing files can be used in countless different ways, as space is at a premium in most schools.

4. It’s easier to follow retention policies

This is a big one. Most schools have a document retention policy that is created by the school board, administration, government mandates, and the district’s legal team. This system determines how long certain documents are kept, and when they should be disposed of. It is important that these dates are followed in case of an investigation or lawsuit against the district, but if this policy is not followed correctly, the district can be penalized.

It is difficult, if not impossible, to monitor paper documents for compliance and to remember the different dates, so this often is overlooked. But the good news is that there is software for digital documents that can manage files according to the specific policy they follow, making compliance and retention effortless.

5. The completeness of files can be monitored

Making sure that all vital documents are in place is important in the event of an investigation, a lawsuit against the school or an employee, or if general questions are raised about an employee. These records serve to support employees during in the case of termination, but can also be used to justify hiring and promotion decisions.

Datamation makes maintaining employee files effortless and secure. We offer scanning services and managing software that help your district keep track of compliance and completeness while saving space and offering incredibly easy access.

Do your district a favor and digitize your records with Datamation.

1707

publish

2018-03-14 00:00:00

5-benefits-of-scanning-school-personnel-files

Over the next few weeks, ImageSilo, your document repository, will be undergoing some significant user interface changes designed to make your user experience even better.

As a premier reseller of ImageSilo, our team at Datamation is here to keep you informed and minimize the impact to your organization. Everything about this update is intended to make the user experience more comfortable and powerful for all users in any organization.

For those of you not using the new site already, the largest change will be the organization of projects. Instead of scrolling through the small list of projects as before, going forward all projects will be visible and pinnable to favorites in the new User Interface. Simply select one of the projects from your list and you will see the search screen that you are familiar with.

Here are a few of the other notable new features:

• Simplify password changes and allow users to reset forgotten passwords via email.
• Quickly create duplicate documents to modify index values, and keep the duplicate tied to the original.
• Simplify sharing of information by converting e-forms to PDFs to send in email messages or to print.
• Access projects, worksteps waiting/owned, e-forms, destruction lists, favorite and recent documents directly from the Home page.
• Drag-and-drop files to the Add Documents, Project Search Criteria, Project Search Results, and Folder Results windows.
• Utilize the Quick Search toolbar at the top of every page to perform an Advanced Search of all fields in all projects (previously called global search) or to search within a specified project, giving you secure, instant access to any document. Quick Search enables full-text search as well, simplifying your ability to instantly find exactly what you need.
• Search for documents using Document ID or Document Creation Date.
• Access User Options, Destruction Lists, Migration Jobs, Notifications, the Recycle Bin and Advanced Search using the menu bar.
• Use icons to quickly access common functions, such as search, upload documents, or scan, simply by hovering over a project in the Home screen.
• All values that were blank that displayed [Blank] now display no text information in the field. You can still search for blank values by typing [Blank] into the search fields.
• New Thick Client. This is a full fledged version of the ImageSilo website used to resolve connectivity issues. This is a new application you can choose to use to launch from your computer after updating your PaperVision Client (previously PaperVision Web Assistant)

If you’re not quite ready for change the current site version (83.5) will be available for a limited time at: https://legacy.imagesilo.com

Our experienced team is ready to help you make the most of your ImageSilo software. If you have any questions or concerns, please give us a call or fill out our contact form below and we’ll be in touch right away.

1706

publish

2018-03-09 00:00:00

imagesilo-r84-updates-everything-you-need-to-know