The paradox of Compliance: Proving
the legitimate absence of prior data
We all know those moments when you think: “There has to be a more efficient way, right?” That was exactly what our client was thinking. They were already working with M-Files, everything was neatly and correctly kept for years and they could find everything, but their process for destroying documents was still a nightmare.
Yes, they complied with the rules, but it was a manual, time-consuming hassle with piles of paper and an endless stream of signatures.
Just imagine: every time documents had to be deleted, it meant a huge amount of paperwork. Manually checking, compiling a report, having that report signed by various people, and only then actually destroying the files. And of course, you have to keep a neat record of your destruction report for the auditor. You can imagine how much time and energy that took, and how many mistakes could creep in.
“We already had M-Files, but we weren’t using it optimally,” the compliance officer told us. ”We wanted to go fully digital, handling everything within M-Files, but we didn’t know how.”
So we got to work. We took their existing M-Files environment as a basis and built an automated workflow into it. The result? A seamless, digital process that made their life (and that of the compliance officer) a lot easier.
Here’s how it works:
- Automatic identification: M-Files automatically identifies the documents that need to be deleted based on preset rules. No more manual detective work.
- Digital collection: M-Files automatically compiles a digital binder of the selected documents, complete with all metadata.
- Automated reporting: A detailed report is generated with one click, directly from M-Files, ready for approval.
- Electronic signatures: Approvals are handled digitally within M-Files. No more paper, no more circulating reports, everything is logged digitally.
- Secure deletion: After approval, documents are securely and permanently deleted directly from M-Files.
- Full audit trail: Every step in the process is automatically logged in M-Files, creating a watertight audit trail.
The result? A client that now works completely digitally, saves a lot of time and can face the next audit with confidence. They are now really making the most of M-Files.
The compliance officer had this to say: “It’s incredible. We now have everything under control, everything is digital and traceable. M-Files is now truly our central document management system.”
So, if you are already working with M-Files but are still struggling with manual processes, know that there is a better way. A way to truly work digitally, efficiently and without stress.
