Record management is one of the most integral parts of every business. Businesses that are working with multiple clients are keeping records of some sort every other day. Seamless record management can save you from numerous business hiccups and delays. Regardless of reiterating its significance over and over again, businesses still tend to make numerous record management mistakes.
Avoiding common record management mistakes is only possible once you are aware of what they are. If you are still wondering about them then this article is just for you!
Let us give you a brief overview of top record management mistakes your business needs to look out for:
Storing records in-house
With the way the world is evolving these days, being asked to not store records in-house should not come as a surprise to you. It still is one of the top record management mistakes businesses tend to make. We realize that in-house record storage might seem like a convenient first option but businesses should not get stuck with it. In-house records keeping takes up a lot of space and can be expensive to maintain. Keeping all the records in order can be a nightmare if there are heaps of files to always look into. It is also not safe to keep your files in-house as getting the crucial information stolen is always possible from the premises.
Not keeping the records organized
As much as it is important to keep the records organized, many companies procrastinate doing it. Organizing piles of data altogether can seem impossible. That is why corporations should always have a proper structure to organize files. Clutter can easily be avoided if every file that comes in is put in its right place. It also makes records easily accessible. With proper labels and folders to keep the records in, it becomes extremely convenient to find files without leaving a mess behind. Not keeping the records organized is still one of the common record management mistakes businesses make.
Putting off document shredding
It is a common business practice to shred documents that are no longer needed. Businesses with a lot of files and data in hand ought to keep shredding the files they no longer need. Sadly, as satisfying as it might look to many, many companies do not really do it. Instead, they resort to throwing them away to save their time. Shredding documents is very crucial especially if the information is confidential. Your competitors might be on the lookout for any such information. Additionally, you never know who might get a hold of what information if the papers are simply trashed and not shredded. Therefore, it is always recommended that you shred the documents instead of just crumpling and throwing them.
Not securing the on-site documents storage units enough
If you have a decent amount of data in your on-site storage unit, it needs to be protected well. Many times, businesses think that the average security system for protecting the on-site data would suffice. The database be it electronic or physical deserves highly specialized security measures after all it is confidential data we are talking about. Nothing can be more expensive than the wrong people getting hold of crucial bits of your business information. Invest in a good security system if you want to keep an in-house records management facility.
Not having a digital records system
It is the age of the digital revolution and if you still do not have a digital records management system then that has to be the riskiest thing you have ever done for your business. Physical records are always vulnerable to damage by natural calamities. If for instance a fire breaks, it is your paper-based records that would go down the fastest. Companies are completely switching to digital records keeping. Digital records can be recovered in case of any such incidence but the physical ones can’t. So, go for a cloud-based records management system if you still have not.
Avoiding record management mistakes is the key to excelling at your business. Do not take the aforementioned mistakes lightly. If you are looking for reliable record management services, contact us today!