Emails are great communication tools. However, if you want to streamline and ensure the security and efficiency of your review and approval processes, using emails can do serious harm to your organization.
Email platforms lack certain features to keep your review and approval processes running smoothly. What’s more, using emails comes with considerable risks. That’s what we’ll cover in this guide.
Table of Contents:
- Security Issues
- Lack of Tracking for Audit Purposes
- Difficulty Versioning
- Inefficient Quality Assurance
- Prone to Human Error
Most email service providers include basic email security measures, such as encryption as well as spam and virus protection. Sadly, these aren’t always enough to protect you from cyberattacks. When your email account is compromised, cybercriminals could get access to sensitive documents if you are sending them as attachments.
There is also the possibility that anyone on your team can send documents to the wrong person and expose sensitive data. This is a nightmare for highly regulated industries, such as healthcare, insurance, and legal.
The key is to find software that allows your team and stakeholders to share, access, and manage your documents securely and seamlessly.
No Audit Trail
Having a proper audit trail for your review and approval process requires recording who made what changes to your files, when they were made and who saw them afterwards. Using emails isn’t ideal since it requires more effort from editors and it is easy to lose update information when teams collaborate. When that happens, you could lose track of who accessed which document, including when users changed or added any information.
Also, most email service providers have limited storage space and file storing options. This can be very limiting when you’re dealing with tons of files and documents.
Using the right document process automation software allows you to view, store and track audit trails with ease. This helps your teams work quickly and efficiently, while also providing a low effort solution for providing compliance reports and audits for all review processes.
You need to make new iterations of each document review to avoid confusion for the reviewers and to have an audit trail for compliance. Doing this with emails can be a long and tedious process. You need to track document changes manually, attach the new file versions to your emails each time, and send them out for review and approval. The entire process is confusing, time-consuming, and laborious. The naming systems can also break from person to person. This makes it challenging to track changes throughout multiple document and review versions. Also, documents in emails are very difficult to find. It takes time and effort to filter through conversation threads and find the attachments.
Versioning can be simplified with a document process automation tool like Blue Relay. It lets you find and compare previous files easily through built-in integrations with version management. It’s a great tool to simplify, speed up, and improve the accuracy of your iterative document review and approval workflow process.
Inefficient Quality Assurance
Relying on emails for your review and approval process is risky. Stakeholders can easily overlook messages especially when they’re flooded with emails daily. When this happens, you’ll miss deadlines, face costly consequences, and miss critical documents for compliance.
Use a reliable document process automation solution to ensure proper quality assurance. This helps you define, track, and manage all quality assurance tasks — whether editorial, review or approval — from production to delivery. You’ll have the confidence knowing the current status of each stakeholder in the process, and know they won’t miss reviewing, updating, and approving all critical documents, thus ensuring compliance and document quality.
Prone to Human Error
Running your review and approval process via email requires a lot of manual work. This makes the whole process prone to human mistakes. You could attach the wrong documents to your emails, adding to the long back-and-forth process. You’ll need to go through message threads and replace the attachments with the right file, send it off, and wait for approval and review. It’s not practical, it’s often error-prone, and takes up too much time and effort, which you could spend on more critical tasks.
Streamline your review and approval workflows by using tools with robust process management features. A reliable document process automation software allows you to configure and apply sequences, timing, and responsibility rules. This lets you automate critical parts of your processes. It’s an excellent way to reduce the risks associated with manual review and approval processing.
Blue Relay makes your review and approval secure and easy
Use the right tool to create, change, review, and approve your business documents for compliance efficiently. Blue Relay can take away the complexities of your review and approval process. It also minimizes the associated risks of using emails. Learn how Blue Relay can help optimize your review and approval process by connecting with us today.
Get Started with Blue Relay to Automate your Member Onboarding Process
Blue Relay is a Document Process Automation Tool that can help your company adjust to working remotely and remain HIPAA Compliant. Blue Relay helps with Workflow Automation, Team Collaboration, and Document Review and Approval Get your company back on track while remaining compliant.
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- Seamless Onboarding and Training
- Pre-built Workflows and Dashboards