51 document to external parties. M-Files mitigates this risk by using external access through Hubshare, which ensures that external users authenticate into the system before they can access shared documents. This reduces the number of document copies floating around, significantly improving operating efficiency. Incorporating AI capabilities further enhances these benefits by automating and streamlining document management processes. M-Files Aino is a natural language assistant that enhances security and compliance by providing easy access to information while ensuring all interactions are protected and governed by organisational policies. It automates compliance processes, mitigates risks and helps maintain data confidentiality and regulatory adherence. Organisations often struggle with inefficient compliance tools that create substantial workloads without guaranteeing results. These tools frequently lack robust data retention rule enforcement, making it difficult to systematically manage and retain critical information. Also, there is often an inability to ensure that only authorised personnel have access to sensitive data, leading to potential security breaches and non-compliance with regulatory requirements. These inefficiencies can result in increased operational costs, reduced productivity and heightened risk of regulatory penalties. To address these challenges, M-Files offers a comprehensive solution that provides full 360-degree views across existing and new data repositories, ensuring complete visibility and control over all information. The platform includes automated process controls and electronic audit trails, which streamline compliance activities and provide clear, traceable records of all actions taken. Additionally, M-Files features automated document permissions and approval workflows, ensuring that only the right people have access to sensitive information and that all documents are properly reviewed and approved. This automation enhances efficiency, reduces workloads and significantly improves compliance outcomes.
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