The smart way to deal with employee payroll and all employee records is to digitalize them and store them in the cloud. This gives you centralized storage, easy access, and security. Options for secure employee record storage include Google Drive, which is a general-purpose cloud storage solution and SmartVault, which is expressly designed for storing business-related information. The great part about a solution like SmartVault is that it integrates seamlessly with a host of smart software programs for tax preparation, standard bookkeeping, advanced accounting, CRM software solutions, and hosting providers.
As your business grows, you may find yourself storing documents in multiple locations and then having trouble pulling all of the information together when you need it. The best solution is to digitalize everything including all employee-related information. Then the problem arises that you need more server capacity as your amounts of data increase and you are working from several locations. Do you hire IT staff, buy more servers, and then deal with security issues in house? Moving employee data as part of your entire data store into the cloud is a viable and preferred solution. You get access via the internet from any of the sites where your business operates. And, your employee information is more secure with a professional cloud-based storage operation.
But, you not only need to store all of your data. You need to work with it for things like employee payroll. SmartVault is an excellent choice because it integrates well with QuickBooks online giving you greater efficiency not only in doing payroll but across all of your bookkeeping. It also allows your employees to collaborate on projects even when they are working in distant locations. SmartVault is the data storage option that was developed for use in your business and for your bookkeeping practices.
As we have noted, SmartVault is an ideal solution for secure storage of employee info with centralized, easy access as needed. The fact that you can work easily with programs for accounting and tax preparation using SmartVault is a big plus. In this regard, SmartVault works well with Hubdoc, Intuit Lacerte, Drake Software, FreshBooks, DocuSign, Xero, and QuickBooks. It also works seamlessly with Method, CFM, Results CRM, and Salesforce for CRM functions. And, you can use Swizznet, Cloud Nine, Right Networks, and many other hosting providers as well.
When you put employee information and the rest of your business info in the cloud you want to know that it is safe. We routinely suggest SmartVault because it uses two-factor authentication for all users. Not only do you need a password and username to get at the data you need something else that does not reside in the cloud. As an example, you may have a code on your computer that is not accessible from the cloud. Other approaches include having the system send a code to your cell phone which goes outside of your computer system to add extra protection.
In addition to two-factor authentication, SmartVault allows you to set up advanced permissions for specific users. Only those with a need to know will be able to access sensitive data. Permissions include the ability to create new files, edit anything, delete info, compose, or read-only.
SmartVault encrypts your files using the level of encryption used by banks for every time that your data moves up to the cloud or back to you.
And, SmartVault gives you and your employees mobile access. Employees working in any part of the world can use the internet to upload their hours and expenses as well as work with necessary files or corroborate with fellow workers.
When you use SmartVault for secure employee record storage you will have a record of every time anyone had access to information, what that info was, and who had access. You can even have the system set up to send email notices when anyone is working with sensitive information.
If you would like more information and advice about how to achieve secure, digitalized, and centralized employee record storage, contact us at Exigo Business Solutions.