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Do We Need Case Management Software?

4 Signs It’s Time to Upgrade From Spreadsheets

Posted by Ann Snook on June 1st, 2020

Are you still using spreadsheets or a paper-based case management system? You could be missing out on better compliance, more efficient workflow and easier collaboration. Look for these indicators that your organization should make the switch to case management software.

 

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1. We’re Struggling to Manage Our Caseload

 

Maybe your organization is rapidly expanding. Perhaps you recently set up a new reporting or detection mechanism. Whatever the reason, if your caseload increases, your team may not be able to keep up using spreadsheets or a paper-based case management system.

Case management software automates case intake and assignment so no cases fall through the cracks. It also alerts investigators of impending deadlines to keep cases on track. A searchable database and case activity timeline make it easier for managers to track and organize cases even when the team has reached its maximum caseload.

 

2. We Want to Focus on Compliance

 

New and changing regulations can make compliance confusing. When you have to follow guidelines from the EEOC, CCOHS and OSHA, the SEC and the DOJ, as well as international laws like the GDPR, it can be difficult to remember deadlines, reporting procedures and other requirements.

Case management software builds compliance into the case management process. Built-in form templates, complete with task deadlines, ensure you meet reporting requirements after incidents occur. The secure platform with role-based access limits the number of people who can alter a case file, protecting privacy and confidentiality.

 

RELATED: What is Case Management Software?

 

3. We’re Expanding Our Team

 

As your organization and/or caseload grows, you may need to add new members to the team, including contract staff or managers. A larger team needs a robust case management solution to stay organized.

Case management software stores all case information in a centralized database. This eliminates the risk of data and documents getting lost or left out of a file because they’re stored in multiple locations. No matter how many team members are working on a case, all contributions and records of case activity are in one place.

 

4. We’ve Had a Lapse

 

Fines, sanctions, lawsuits and reputation damage are the surest signs that an organization could benefit from case management software. Making the switch from a less effective, inefficient system shows that you’re taking compliance and incident management seriously.

Risk analysis reduces the chance of repeat incidents and helps identify areas of risk for preventive efforts. While it could take days to generate a single report using other systems, case management software lets you create trend graphs and charts in minutes by compiling case data into visual reports. You’ll be able to spot potential issues so you know where to focus your training and policy and procedure updates.

 

RELATED: Top 10 Features of a Great Case Management System

 

Do We Need Case Management Software?

 

Case management software streamlines compliance and investigation management, making it easier to track cases from intake to resolution. If your team is struggling with your current processes, it might be time for a system upgrade.


Ann Snook
Ann Snook

Marketing Writer

Ann is a marketing writer at i-Sight Software. She writes about issues related to investigations of fraud, employee misconduct, corporate security, Title IX, ethics & compliance and more.

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