Rincon India Solutions Pvt. Ltd.

Tag: Documents

  • Document Management Solution for your customers

    Add value to your offerings by helping customers overcome their paper and e-Document challenges.

    Your customers are battling with an overload of documents. Be it their Finance, Accounts, HR, MRD or any other department, they are flooded with papers, e-mails, and e-Documents. Finding the right document, when needed, is like finding a needle in a haystack.

    The solution? A Document Management System!!

    • It helps locate documents in a jiffy so the team can focus on core activities
    • It offers role-based access for complete privacy & security
    • It improves efficiency by reducing the time spent on managing paperwork and approvals

    Spielberg Solutions GmbH, makers of FileDirector, are a German company focused on providing Document & Content Management software. With over 7000 customers across the world, they have partnered with Rincon India Solutions Pvt. Ltd. for the market in India.

    Rincon is looking at expanding the partner network in India. We have remunerative partner programs to help you better engage your customers and strengthen your bonds.

  • Do Faxes Cost Your Organisation?

    How much does each fax cost your organization?
    Think again! You are in for a rude shock!

    • Information on your fax is invaluable
    • A security breach could lead to a loss of trust
    • The process followed is not auditable currently
    • Lost/missed fax impacts your business
    • Loss of time and productivity

  • Archival And Retrieval Of Documents For The HR Department

    Is your HR team bogged down by the list of pending pre and post-interview documents? Do you see a pile of papers, resumes, forms, interview notes and letters on their desks?

    • Role-based access so only authorised staff have access
    • Quick retrieval
    • Streamlined processes
    • Reduce storage space
    • Document scanning service for paper records
    • Greater compliance

    Is it only for HR? NO! The same system can be extended to all departments across the organisation.

  • Reblog: How Can an Audit Trail Help Law Firms Protect Client Interests?

    Sharing legal documentation can be a tricky, but vital, aspect of virtually any legal firm’s business. Legal firms need to deliver documents to clients, the courts, and other concerned parties in a timely manner. Their delivery methods must also take special care to avoid accidentally sharing information with unintended parties as to avoid an accidental breach of attorney-client privilege.

    In the past, when a legal firm needed to ensure proper delivery of documents to a specific party, they would typically hire a process server to physically hand deliver documents. This has typically been considered the best way to securely deliver documents and prove they were received by the intended party. The drawback of this method is that it can be time consuming and very costly, especially if the process server encounters difficulty delivering the documents.

    SHARING INFORMATION VIA EMAIL: DANGEROUS FOR EVERYONE

    For more routine document sharing, such as an attorney sharing court documents with a client or internally with other attorneys, many legal firms find themselves leaning on email and file sharing services. Email, as a rule, should never be used to share sensitive files of any kind. While emailing files is a quick way to share information, someone monitoring traffic in and out of a firm’s IT environment may be able to see the contents.

    The risk of information being accidentally emailed or shared with unintended parties is also a reason to avoid emailing sensitive files. To illustrate the point, according to the Australian government’s Notifiable Data Breaches Quarterly Statistics Report in May 2019, human error was in general, the cause of 31% of breaches in Australia; the second most common reason overall (the first being malicious or criminal attack at 61% of all breaches). The most common error made was sending personal information to the wrong recipient, accounting for 31% of all breaches caused by human error. The second most common error was unauthorized disclosure of information through an unintended release or publication (including online), which could include files inadvertently forwarded to an unintended party.

    Of the malicious and criminal attacks, 5% were caused by social engineering, including email-based executive fraud. All of these factors make sharing files via email an especially risky policy.

    SHARING INFORMATION VIA EMAIL: ESPECIALLY DANGEROUS FOR LAW FIRMS

    If these numbers weren’t daunting enough, the law sector-specific statistics are even worse. While the percentage of breaches caused by human error remains consistent (approximately 34% of legal sector breaches were caused by human error, versus 31% across all industries), 62.5% of those were caused by personal information being emailed to the wrong recipient. Add in the percentage of breaches through unauthorized disclosures, assuming the information was disclosed via email, and that brings the total to 75% of all breaches caused by human error.

    Put another way, during the first quarter of 2019, potentially up to 75% of Australian legal sector breaches caused by human error could have been prevented simply by avoiding the use of email.

    MOST FILE SHARING SERVICES AREN’T MUCH BETTER

    File sharing services may seem like an obvious solution; they are simple to set up and it’s easy to invite relevant parties to collaborate and share documents. The truth is, these types of services frequently lack adequate security (such as two-factor authentication) and retention policies. Additionally, if permissions are not properly set up, it may be possible for collaborators to invite others or share a direct link to the files with unintended parties. These services also often lack detailed auditing functionalities that can decisively prove documents were properly delivered to their intended recipient, nor do they record who actually accessed and downloaded files. What may be the most significant problem is the lack of retention policy controls. File sharing services frequently require files be manually deleted, which can lead to old files remaining in a shared folder well past when is necessary.

    FAX IS BETTER, BUT LIMITED

    Sending documents via fax remains a popular way to securely transfer documents as it is very difficult to intercept faxes in transit. There are a few drawbacks of using traditional fax solutions, however. One is that there can be a risk of unintended parties viewing the files, such as if there is one central, office-wide fax machine. Another is that fax can only support transferring printed documents (no audio or video) and may have constraints on the number of pages that can be faxed based on the memory of the machine receiving the fax (analog fax machines commonly have 64 MB of memory). There often will be a delivery confirmation feature with fax, but in the event the fax is being sent to an office-wide fax machine, there is no real way to tell who has actually looked at the document.

    BUT HOW CAN AN AUDIT TRAIL ACTUALLY HELP?

    A detailed audit trail can make a huge difference in protecting the sanctity of attorney-client privilege, ensuring the proper delivery of legal documents, and holding individuals accountable.

    The original article can be found here.

    E-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: A slice from Evelyne’s life, executive assistant in a hospital specializing in cardiology

    In my work, I interact with many institutions in the health sector. I meet and have discussions with people who handle a great deal of medical information. I take the time to learn about their daily lives. I enjoy it when they share their experiences and stories with me.

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    Evelyne held a number of positions in various hospitals (in health care and economic services) before becoming Executive Assistant in a hospital specializing in cardiology. She quickly discovered that the hospital had to manage a large number of fax documents of all types (medical notifications, insurance case takeovers, analyses results, care sheets, history certificates, intervention approvals, radiology reports, various test requests or results, purchase orders, invoices, etc.).
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    It became increasingly difficult to handle them effectively. Many documents were lost and others were sent to the wrong recipient or forgotten near the fax machine in full view of everyone. With such a volume of documents piled up in the filing cabinets, searching for a fax was lengthy and tedious.

    It was then that Evelyne remembered that the hospital where she had worked a few years prior used a fax software solution instead of traditional fax machines. Showing initiative, she decided to talk to the hospital IT director about it. Aware of the problems associated with the processing of documents sent and received by fax, he dealt with the problem. He quickly approved the idea of replacing the fax machines and fax boards by a software solution.

    This is how the XM Fax® solution was adopted, to the great delight of Evelyne, her co-workers, the IT department and management.

    Evelyne can now send and receive faxes from her work station, her messaging device and her electronic medical records. The processing of faxed documents has thus become much faster and she saves a lot of time. She no longer goes to fax machines many times per day. Evelyne is more productive and effective. She can focus on her mission, which is to provide quality services to patients and to ensure the absolute confidentiality of their personal information. Incoming faxes are now forwarded to the correct recipient without any human intervention, thus limiting unauthorized viewings of health-related personal medical information by the wrong person. With XM Fax, confidential documents of various types are routed to mailboxes or network folders belonging to approved recipients and to designated secure printers.

    As for the IT director, in addition to optimizing his telephone and IP network, it has drastically reduced his expenses related to the use of fax equipment (fax machines, fax boards, maintenance, ink, paper, and telephone lines), and has made it possible to better control the flow and security of communicating by fax. His team is now equipped to administer, monitor and track all the operations and actions carried out in connection with fax transmissions. She can avoid any unauthorized viewings, including those carried out by the administrators themselves, create audit trails, and report to the hospital management. Furthermore, since the hospital is equipped with a high availability redundant fax solution, service continuity is assured. In addition, the advanced and integrated control features of the fax server, the encryption, and the management for users/administrators, meet the requirements of the medical sector in terms of security and compliance. This solution is gaining popularity within hospitals in expansion. Fortunately, this system is scalable to handle a larger volume of faxes and thus serve more departments and employees.

    Today, thanks to Evelyne’s initiative, the hospital is optimizing its unified communications infrastructure, reducing its costs, and increasing the productivity of its employees. Above all, the healthcare organization is now able to process its patient records quickly and in a completely secure manner.

    This truly inspiring account proves to me that any person, no matter his or her hierarchical position, can influence the course of events within the organization in a positive way.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Arizton Report Reveals Valuable Global Fax Market Insights

    Arizton Advisory & Intelligence is a market research organization that produces premium market research solutions and customized reports for a wide variety of industries. They track both high growth and niche markets across industries, such as:

    • Consumer Goods & Retail Technology
    • Automotive & Mobility
    • Smart Tech
    • Healthcare and Lifesciences
    • Industrial Machinery
    • Chemicals & Materials
    • IT & Media
    • Logistics & Packaging

    Arizton recently released their “Global Fax Services Market Outlook and Forecast 2017-2022”, and once we heard about it we naturally jumped at the opportunity to get our hands on it! The report is chock-full of industry tidbits and also contains their 5-year forecast of the global fax services market. Here are 4 of what we consider to be the key takeaways from their 2017 report.

    1. Fax Services Reduce Carbon Footprint

    It’s important to indicate that for the context of this article, the term “fax services” refers to the plethora of on-premise, cloud-based, hybrid, and secure file exchange solutions on the market that have been developed to replace traditional, paper-based faxing. Most people are aware that by switching to a digital fax solution they reduce paper usage within their organization, but Arizton’s findings delve a little deeper. In discussing market growth enablers in their Global Fax Services Market report, Arziton mentions that modern fax services reduce the usage of paper by up to 75% across organizations of all sizes.

    Computer-based fax solutions reduce paper use not only by replacing traditional fax machines, but by replacing other workflows involving paper, such as scan-to-email workflows as well. The report estimates that in a single year, 150 billion papers are used for faxing purposes in the US alone.

    As awareness and initiatives to create a “green office environment” grow across all industries, on-premise and cloud-based faxing services have helped organization’s paper requirements decrease significantly over the last decade. Every organization that adopts cutting-edge fax solutions not only minimizes their own carbon footprint, they help reduce the need for paper production in general.

    2. Fax Automation Workflow is a growing trend

    Arizton’s report explains that fax automation has grown to become one of the most popular features of today’s fax solutions for organizations who largely operate in a transaction-based environment. The automated sending of documents is especially appealing to companies whose document processing needs are growing, and is an available feature provided by various fax services vendors in the industry.

    Fax automation is achieved by integrating on-premise or cloud-based solutions with existing customer applications, such as CRM. Users can then predefine numerous documents and contacts for automatic transmissions based on their business needs.

    3. There’s still a lack of awareness of traditional fax alternatives

    Although there are several models of fax solutions on the market to replace the traditional fax infrastructure, the Arizton report explains that lack of awareness of fax services often leads to usage of email as a substitute. Many organizations replace traditional fax by sending documents via email after scanning them through hardware devices.

    Email may provide a faster and more convenient alternative to using fax machines, but it isn’t inherently secure and without the right security measures in place, an organization’s data governance may not meet compliance regulations. Fax solutions that integrate directly with user email applications are a modern, secure, and compliant alternative that allow users to continue to send and receive files from the platforms they’re most comfortable working with. Several contain a built-in audit trail function to eliminate any guesswork should an organization come under regulatory audit.

    4. The Healthcare industry is leading the fax services adoption pack

    Several end-user industries are discovering that modern fax solutions are a great way to increase productivity, save cost, and enable a more compliant environment, but none more than the healthcare sector. Ariston reports that healthcare (which includes hospitals, clinics and pharmaceutical companies) is the biggest revenue contributor for fax services, representing 30% of the global market. Healthcare organizations mainly opt for fax services to ensure the secure transmission of patient documents which helps comply with regulatory compliance like HIPAA in the US, not to mention that fax solutions can also automate several document management processes. In coming years, Arizton expects healthcare revenues to continue to grow as fax solutions become more widely used by individual physicians and the use of fax solutions grows in the APAC regions.

    A close runner-up, representing 26% of global revenue for the fax services market is the Banking, Financial services and Insurance (BFSI) sector, with banks and insurance organizations are the leading revenue contributors, followed by mortgage companies. The Arizton report forecasts that by 2022, more organizations in the financial sector are expected to migrate towards hybrid fax solutions. Hybrid fax solutions give companies greater control over their data with on-premise server deployments, yet also offer the flexibility and scalability of cloud fax solutions.

    Looking for a fax solution that can boost productivity, automate workflows, and help your organization meet regulatory compliance no matter what industry you’re in? Speak with an expert today to find out which solution would best meet your business needs.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

    The original article can be found here.

  • Human Resources (HR) Document Management

    Human Resource Management can be a source of strategic advantage for every company, but is your Human Resources department able to effectively and efficiently do their job?

    The amount of paper and electronic documents that any HR department generates and receives can be huge with numerous files having to be maintained for every employee and applicant. In addition, ensuring compliance with regulations is essential as well as improving departmental efficiency.

    Employee Screening and Selection

    On-Boarding

    Talent Management

    General HR

    • Resumes and applications
    • Interview records
    • Pre-employment testing
    • Verification and reference checks
    • Government forms
    • Benefit forms
    • Emergency notification forms
    • Performance management
    • Talent reviews
    • Training and certifications
    • Promotions and transfers
    • Exit interviews
    • Wage and salary information
    • Wage garnishments
    • Formal discipline
    • Job-related medical records

    How FileDirector can assist?

    Our document management software for Human Resources helps HR department retain documents for the appropriate time and improve office efficiency. Personal information for every employee and applicant’s information is safely stored in our electronic repository for quick and easy access.

    Now every resume, cover letter, internal memo, employee review, sick leave request and more is traceable and easily maintained.

    Reduce Compliance and Legal Issues

    HR documents like employee files, medical records, and Investment documents can be stored in the system to ensure separation of key HR files. Security features protect employee privacy and comply with. Never again lose or misplace documents, even odd sized documents such as doctor’s notes.

    Benefits

    • Central repository for all HR documentation
    • Save time and space filling and retrieving documents
    • Create segregated and secured personnel documents
    • Develop best practices for your departmental records management
    • Rapid Deployment equals rapid ROI
    • You can be up and running today
    • Guaranteed user adoption with the user friendly, flexible interface
    • Let HR staff focus on core activities and less on paperwork
    • Know the status and location of all candidates and employee records in your system
    • Enable staff to view required documents simultaneously
    • Never lose or misplace a file again!

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Are free online fax solutions right for companies?

    Choosing a free online fax solution versus a professional service will depend on an organization needs in terms of security features, customer service, and support.

    With all its advantages, online fax technology is increasingly popular within organizations that need to exchange documents on a regular basis. At the same time, alternatives to the traditional fax have been developed by numerous providers. Some developers even present solutions that they offer free of charge over the Internet. But are these free online fax solutions appropriate for companies?

    Here are a few features that highlight various shortcomings of these free Internet fax programs.

    Free online fax solutions and data security

    As recent news about data breaches and compliance issues will show you, more and more companies need to improve the way they handle personal information about their customers or any other sensitive data that may have a high value for defrauders. It’s clear that data security has become a major issue for many organizations.

    To ensure the confidentiality of documents transmitted online, certain telecommunications companies have developed effective solutions for secure transfer, assuring users that their documents can only be consulted by the intended recipients.

    Procedures such as encryption or transit over highly secure infrastructure can guarantee users of an online fax service that their messages will remain confidential.

    It is also possible that the messages received may be infected by computer viruses. It is therefore a good idea to make sure that the selected service can identify the presence of this kind of threat.

    However, these security features are very rarely a privilege of free online faxing, making them a risky choice for companies that work with sensitive data.

    Performance can differ between free and professional services

    Since each company is different, their communications needs will differ based on factors such as their size and their area of business. For example, some organizations require archiving tools, while others must regularly send large files that exceed email attachment limitations.

    However, free fax services often offer only basic options that do not include long-term storage of documents or the sending of larger files.

    Fax solutions providers, on the other hand, offer solutions tailored to their customer’s needs. Organizations who are looking for specific features, like the ability to transmit larger files, customizable security options, and an audit trail, for example, will find that consulting with fax service providers on the options available to them will work better for them in the long run. Today’s fax solutions come with an assortment of volume-based pricing options, so in the end, organizations only pay for their typical usage.

    Support offered by online fax service providers

    Implementing an online fax service may require technical skills that only specialists possess. For companies that need to send faxes daily, a service interruption can cause significant problems.

    For this reason, companies moving to fax over IP solution should be able to count on support from their service provider. Although free fax solutions usually offer customer service, it is rarely fast, nor would a user be able to get the full support they require.

    With a full-featured online fax solution, the customer obtains the benefits of a technical team and 24/7 customer support. This minimizes the risk that a lengthy service interruption will impact the organization’s activities.

    Online fax solutions from XMedius

    In light of this information, although free online fax solutions may be appropriate for certain users, they can be a risky choice for companies that don’t want to find themselves in an unfortunate situation because of their shortcomings.

    In order to benefit from secure transfers, added features and constant technical support, put your trust instead in a recognized provider like XMedius.

    XMedius is a world leader in the field of secure file transfer solutions for companies. It developed the first all-inclusive fax over IP software in the industry. The services it offers have what it takes to meet the needs of all organizations.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Ahmedabad Civil Hospital Embraces Digitisation

    Medical Records are now easier to retrieve for patients and doctors due to digital entry and filing of documents

    The Ahmedabad Civil Hospital has started digitising its records and has instituted a modern system of physical filing of records for the first time since digitisation came of age and years after Prime Minister Narendra Modi launched the Digital India campaign.

    However, the hospital claims it is far ahead of other hospitals in state and that its data is linked to other government hospitals as well.

    The new system will make it easy for patients to gain access to records, for doctors to study medical history and police to get information in medico-legal cases.

    With the new Hospital Information System, digital records are interlinked to physical filing, divided by bundles, shelves and racks at the micro level to ensure it is retrieved as a moment’s notice.

    The system that is operational since past two months ends the dependence on trusted peons and keepers of archives who until now were the only ones who could find a file.

    With over 10,00,000 files accumulated in past decade, locating a file from the archives was a nightmare for patients and doctors in the absence of these men. Civil Hospital sees 3,000 patients a day with 250-300 new cases being registered daily.

    At present the hospital has three scanners but talks are under way to get two more so that digitization can keep pace with number of cases.

    Medical Record Officer (MRO) of Civil Hospital Dr. Sanjay Solanki said, “There are two phases to this operation. One is to digitize new cases and we have begun doing so for two months. We can now access any document with the click of a button. The second phase is to digitize earlier documents which will take time.”

    Dr. Rajnish Patel of the General Surgery Department said, “It is wishful thinking that this will fall in place immediately. It is still quite an effort to get patient records, but it will get better with time.”

    Superintendent Dr. M M Prabhakar said, “Our Hospital Information System is at least five years ahead of other hospitals. We have connected our system to other government hospitals so our data is available to all. The digitisation of our archives will take some time, but it will happen.”

    Meanwhile, for those entrusted to maintain records for years, it is a big turnaround.

    Ashok Nagpure, (59), an old-timer who has for decades handled the medical records is one of the two to be trusted to locate a file within half an hour in case of emergencies. It is a gargantuan task given that there are two large halls stacked with a decade worth of data.

    The advent of the digital filing, Nagpure can now relax. He is set to retire in a couple months and says it is only fitting that his tenure is ending just as the winds of change are blowing through the sanitized corridors.

    Deepak Shinde, 54, another Peon said, “Earlier, we went through so many files each day to locate one. We had a search time of half an hour to three days. Plus, at least 50 files were demanded every day. With all our old staff slowly retiring, I’m glad there’s another way to get the files.”

    The original article can be found here.

    If you are looking for a patient record management or a document / records management solutions, e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • FileDirector Express

    What small businesses have been waiting for:

    • Simple, fast, economic, express
    • Rent instead of buy – just pay for use
    • Up to 10 simlutaneous users
    • Local installation – local storage
    • Always the latest version
    • Compliance and security

    FileDirector express is the ideal Electronic Content Management solution for small businesses and start-ups. Simple to install, simple to set up, simple to use, and with no upfront costs. FileDirector express is the essential tool for your business, but without the capital commitment and you can evaluate FileDirector express 30 days free of charge.

    The benefits of an intelligent Electronic Content Management solution are self-evident. Documents will be captured, stored, managed and retrieved quickly and easily. You are able to rapidly access relevant information according to your needs. What’s more, staff will not waste time or money on duplicating or distributing documents. Scanning avoids all these unnecessary actions and gives you and your colleagues more time to concentrate on the essentials. On top of this, document storage costs are reduced as considerably smaller physical document storage space is required.

    What is just as relevant are factors such as better security control, and audit trail options. You decide at all times who has access to your documents. Then there is also the improvement in customer satisfaction, as a result of faster response times.

    A further – and not insignificant – argument for the use of FileDirector express is compliance with statutory requirements, since we help your organisation to minimise the financial or legal risks which can be caused by lost, damaged or improperly used information. Thanks to FileDirector, complying with the data protection provisions on retention periods and destruction of documents becomes child’s play.

    E-mail us on sales@rincon.co.in for more information and we will be glad to assist you.