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Do you find a significant amount of your time at work is spent searching for documents? Perhaps in paper files or files saved on your computer. These methods of storing documents may appear organised but they can often be tricky to locate. A better solution could be using a document management system such as document management software. This is a computer system which acts as a centralised system for storing, organising, and managing documents. This system can replace the need for paper files and can remove the files scattered across various computer folders. A document management system is centralised and can be accessed by your whole team. Each team member would have their own login and can be allocated certain roles. For example some team members could have read only access where as team leaders or managers could add and delete documents. Unorganised files can lead to out of date and lost documents. With each person having their own access and defined roles this can provide controlled access to important information. Having a secure place for documents will improve organisation within your business. All documents now stored in the system in one secure location. Enhanced security in the system is useful for auditing with role based access for team members. This can prevent documents getting deleted or destroyed incorrectly. These features are particularly valuable for organisations operating in regulated industries, as they support compliance with standards and regulations by providing transparency and accountability. One benefit is the efficiency a system can bring. Documents are just a quick search away. No longer trawling through folders not knowing where the document you need is, you can retrieve documents. Version control also means that all team members will have access to the latest document. This can prove useful if customers telephone and need an instant answer to a question. Teams can quickly find the documents they need while ensuring they are working from the most up to date version through digital document management. This can also improve productivity. Using a document management system can support regulatory and industry compliance. You can chose user roles and document approvals and reviews. The system can also easily adapt to any change to processes or compliance. Making changes efficient. Another important benefit of a document management system is a reduction in waste. The need for paper files is no longer. This will have a cost benefit to businesses and also a huge environmental impact. Some businesses will also benefit from removing filing cabinets allowing more office space for their team. Document management software is no longer a luxury it is an essential tool for modern businesses. By improving organisation, security, compliance, and efficiency, helping businesses work smarter, reduce risk, and support long-term growth. The Action QMS software by Nash Business Systems - document management feature can be just what your business needs. Please visit www.actionqms.co.uk  for more information and for contact details.

Cyber-attacks are currently dominating the business news. With attacks happening to well known large companies like Marks and Spencer, Jaguar Land Rover and Asahi Brewing it is a big concern for businesses and individuals alike. The attack on Marks and Spencer happened in April this year and was conducted by a group called Scattered Spider. The attack brought online operations to a complete stop. This had a huge impact on the click and collect service M&S runs especially during summer time and back to school markets. Whilst the retailer is hopeful that some of its losses will be covered by insurance the impact to the business is devastating. Jaguar Land Rover have also been the target of an attack. With their factories shut for almost a month and systems turned off in the UK, Slovakia and Brazil. The business are hopeful and are rebuilding in stages, with the first stage was to get the IT systems back up and running. However a return to full production could still be months away. Workers have been at home waiting for the factories to restart. In the past few days Japanese brewing company Asahi revealed that they have been hit by a cyber-attack causing a “system failure” affecting shipping and operations. An attack like this could potentially lead to an interruption of its business, create cashflow issues, and damage their brand. Another concern with attacks is the leaking of customer data. Whilst Asahi confirmed no customer data had been leaked the attack on M&S did see customer and staff data accessed by the attackers. M&S chief executive Stuart Machin said the company was writing to customers to inform them that "unfortunately, some personal customer information has been taken". The retailer advised that customers would be prompted to reset account passwords "for extra peace of mind". The National Crime agency (NCA) have advised that four people have been arrested over the attacks on Marks and Spencer. One man was from Latvia and the other three people from the UK. Paul Foster, head of the NCA's National Cyber Crime Unit, said the arrests were a "significant step" in its investigation. "But our work continues, alongside partners in the UK and overseas, to ensure those responsible are identified and brought to justice," he added. As a user of the internet and online accounts it is a valuable reminder to keep your passwords secure. Also to have different passwords for different websites and to update these regularly. For the businesses who are been targeted a greater increase in internet and system security is vital. It also needs focus on segmenting critical systems, ensuring backup processes for production and logistics, stress-testing supplier networks, and planning for continuity of payroll and finance if main IT systems are hacked. Cyber attacks impacts have devastated global businesses.

What does CRM mean? CRM stands for “Customer Relationship Management” it is a software system that lets business owners easily track communications and customer interactions. A CRM will replace all your workplace data which is on spreadsheets, notebooks, databases, records and emails. This organisation will streamline your day to day processes allowing automation for repetitive tasks. Can my whole team use the CRM? Yes a CRM connects your whole team. Your team can access all your customer and business data. Such as customer forms, call logs, meeting minutes, documents, quotes, purchase orders and tasks for clients. The system can be used by your whole team. Data in the system will always be up to date ensuring high levels of service. How is a CRM different to using Spreadsheets and Excel ? A CRM replaces the need for lots of different spreadsheets to store all your data in. A spreadsheet is also limited in its functionality and often requires more user time and input to obtain the information you need. A CRM has current live data which is up to date. Your system will be continually updated unlike spreadsheets which can become out of date. It can also be used to track data, produce charts and data for reports. Can a CRM help with sales? Yes absolutely a CRM can help your sales team. Your customers can all be recorded in the system with marketing campaigns detailed within the system. A CRM provides a greater visibility for your team. Meaning that when that customer enquiry comes in any team member can access the customer screen and assist them. It is also easy to create diary entries to chase quotes or purchase orders meaning that every opportunity is seized. Is a CRM easy to use? At Nash Business Systems we pride ourselves on our clear easy to use systems. With a CRM created bespoke for you it alleviates unnecessary sections which aren’t relevant to your business. An off the shelf product may work for some businesses but one created just for you will ensure everything you need is covered. Therefore relevant for your team and easy to use alongside your business processes. A CRM will replace all your workplace data which is on spreadsheets, notebooks, databases, records and emails.

Fraud is massively on the rise. Police are seeing methods using technology as a way to obtain personal details. Finding ways to access online bank accounts. As more is moved online like insurance renewals, banking, taxing your car, applying for a prescription we are more at risk than ever before. It is more important than ever to protect yourself from fraud. Fraudsters target victims through a variety of ways. It can be emails, text messages, telephone calls and through the post. It is important to stay safe when receiving any message or call and act with caution at all times. Action Fraud reported that over 32 million phishing emails have been reported to the Suspicious Email Reporting Service (SERS). With more than a third of all emails reported in the last year. Emails are clever, they are designed to look exactly the same as a genuine email from the sender. The header is cleverly worded to seem genuine further adding to the illusion it is from a reliable sender. Emails from trustworthy brands such as well known banks and building societies, the DVLA, HMRC have all been used in the attempt to mislead and take advantage of people. The National Crime Security Centre have advised that it used to be easier to spot scam emails. They would often contain spelling mistakes and come from an unusual email address. But advise that the scams are getting smarter and some even fool the experts. Scammers work with the hope of gaining your trust. They apply pressure to get you to act without thinking. For example a letter from the DVLA may say failed car tax payment. This of course could result in you receiving a fine.  This emotion makes people act in a fearful way and this can impact their ability to clearly think about the email received. Which makes you click on a link to pay the tax which isn’t from the DVLA but sending your money straight to the scammers. A local doctors surgery in Redditch recently shared information of a scam to obtain patient details. People were been telephoned advising that they needed to update their patient details over the telephone or they would be removed from the GP Practice list. Such personal information would be of huge benefit to fraudsters for future scams. With the thought of been struck off the patient list creating panic and fear for the individual called. It is important to always be vigilant such attacks can happen at work, on your personal emails, text messages or on the telephone. Always check the source of the message is the email address correct? Does a message come from an unknown or unrecognised number. Banks and other sources advise that they will never ask for personal details via email or telephone call and never ask you to confirm your bank account numbers. If you are suspicious of anything then do not click on links and do not continue with the telephone call, you can always call the organisation yourself to verify. Another way to be safer online is to use different passwords for different websites. Microsoft advise passwords should be at least 12 characters long but 14 is better. These should be a combination of uppercase, lowercase letters, numbers and symbols. Users can also consider using a 2-step verification where you are sent a PIN or code, often via SMS or email. You will need to enter this pin to prove it’s really you. It is always important to remember to be safe online. Double check emails and text messages you receive and telephone calls from unknown numbers. You can report anything you think is fraudulent to Action Fraud. You can find more details about how to do this on their website www.actionfraud.police.uk Fraudsters target victims through a variety of ways. It can be emails, text messages, telephone calls and through the post. It is important to remain vigilant and protect yourself from fraud.