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All the latest news and updates from the Graftman team

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The creation and storage of digital documents in business has become ubiquitous in recent years. Any documents not created digitally are eventually scanned and stored that way. Filing cabinets and boxes of folders feature less and less in our work lives as time goes on. This is good for business efficiency and also more environmentally friendly than traditional paper records. But are you storing your files and records in the most effective and easily accessible manner?

One solution is cloud-based document management. Cloud computing is a way of working that utilises online services and applications. These are available to users on demand via the internet, rather than having to use a specific software package or database accessible only from certain computers. This means that users can log in anywhere via a web-based interface, rather than having to be present in one location – connecting to an office network, for example.

Cloud-based document management is particularly attractive to small and medium-sized businesses that may not have the resources to invest in storing data and setting up networks on-site for their document needs. As the cost of server space falls, and online security becomes ever more sophisticated, cloud-based solutions are increasingly seen as an affordable and safe alternative.

Cloud-based services are typically charged per month or year, and the cost depends on the amount of storage space you require for your business needs. The more documents you need to save in the cloud, the more you pay. It is important therefore to make sure you have sufficient storage, without paying over the odds for server space you’re not using.

Graftman is a cloud-based case management software solution that features easy to use, powerful document uploading and storage features. Documents and photos can be uploaded to the cloud using the document manager section. These files are associated with a specific case, and a log shows exactly when they were uploaded and who by. Every case has its relevant files listed on its own page, and they can be viewed by any staff member that you have granted access.

Graftman is secure a secure software solution, and documents will only be viewable to those staff you decide on, not to anybody else. Different levels of access can be allocated to users depending on their roles and responsibilities. A responsive interface means that documents can be uploaded or viewed on the move, from tablets or smart phones, as well as desktop computers.

If you’re looking for a secure, cloud-based case management system with excellent document management features, get in touch today.

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Businesses are familiar with the statistics relating to their accounts: profit and loss, turnover, sales, etc. But fewer actively measure and track the actual activity of the day-to-day processes they engage in.

Large firms have taken advantage of analytical software in order to make savings and streamline their processes to increase profits. Business analysts are paid high salaries to interpret this data and implement changes in company policy. One striking example is WalMart’s “Just In Time” inventory strategy, which saved them millions by cutting down on the amount of storage space required by the firm.

Isolating a particular process, with the time taken and cost to you, can help to analyse whether it needs to be streamlined, expanded, or dropped altogether. The most profitable products and services provided by your business can be focused on, while there may be others you decide are not worth continuing with at all. Statistics can help you evaluate the return on investment from outgoings such as fuel costs, rent, new equipment, storage and man-hours put into specific tasks.

Gathering and interpreting this business data can be difficult, time consuming and sometimes expensive, so the best solution is automatic generation of statistics and reports. But as a small business, you may feel the technology and software required is beyond your means, or too complex to use without IT expertise.

Graftman offers an easy to use, reasonably priced solution to the smaller business. At various points in your case workflow, data is collected and logged, with secure records kept for you to access at any point in the future. Graphs and reports can be generated from this information with criteria and time periods decided on by you. All of this is achieved with one software product, rather than juggling spreadsheets, databases and messaging across multiple programs.

To see how Graftman can help you benefit from keeping track of vital business statistics, get in touch today.

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Data Security can be a daunting proposition for small businesses, how can you be sure your data is protected without access to the resources and expertise available to larger firms? The following tips provide good business practices anyone can follow.

Educate

The key to good security practice is ensuring that every member of your team understands why it is so important. Establish set procedures, such as regularly updating passwords, setting a lock screen and virus-checking downloads. The rise of social media has increased connectivity, but has also brought risks, make sure your staff don’t give away sensitive information over Facebook, Twitter or image sharing apps like Instagram. Stress the need to keep physical IT assets such as USB sticks and laptops safe from theft or loss.

Protect

Finding the right virus protection and spyware blocking software is more important than ever, due to the ever increasing sophistication of hacking and information fishing tools used by criminals. Anti-virus software must be regularly updated, as new threats are constantly emerging. Most of these programs automatically update, so keep them set to do so. Be wary of files from sites and emails that you are not familiar with, always download with caution. Is your Wifi secure? Set a strong password for it and be careful who you allow access.

Prioritise

It’s a good idea to consider what are your most valuable assets are and how to protect them. Databases are crucial to modern businesses, not only for information storage but also the day-to-day operation of IT systems. Email messages often contain confidential business information, that you definitely don’t want falling into the wrong hands. Decide your priorities for data security early on, and make sure you have a plan for business-critical failures or breaches.

Copy

If the worst case scenario does happen, then at least be able to carry on with copies of essential files. Backup files as often as is feasible and make sure your copies are safe and accessible. Cloud-based backup services store your data on a secure server, saving you the cost and effort of hosting it yourself. Think about when the best time to back up is. Many firms will do this outside of business hours, as not to interfere with work. There are options to automate these processes, an attractive proposition for busy small business owners.

Graftman offers secure, cloud-based Case Management, keeping your case and staff related data safe and centralised in one program. Get in touch today.