Documentation is vital if your company is subject to an audit or a compliance check. Document tracking lets you create an electronic trail of every actions that can be reviewed or shared with anyone. Audit trails and document tracking can be extremely beneficial to your company and allow you to avoid expensive fines and penalties for missing rules and regulations.
HIPAA for instance, requires healthcare providers to keep accurate records of patient information. Similar requirements for accountability and record keeping are also applicable to other industries, particularly when there are complicated processes such as buying new equipment, processing a loan application or sending invoices to customers.
Many businesses, however struggle to ensure that all processes are recorded and documented correctly. Using an audit trail which encompasses the entire process from start to finish is a great way to minimize human error and give an accurate record of all work done.
One of the key issues in maintaining an audit trail is to make sure it covers every task and activity within the workflow. This includes getting rid of duplicate entries or those that have already been recorded in another section of the process. This can reduce the time required to review audit trails and prevent discrepancies.
Folderit’s document tracking features will automatically create an audit trail for all files, which will show when the file was moved into or out of a specific folder and who did it. This helps eliminate the question “And who was the person who wanted it by when?” and provides transparency for any document.