Staying organized can be easily attained with a solid record management strategy.
Record management is a tall task for many business owners, and membership record management is no different. Without properly keeping track of the needs of your members and logging new registrations, things can get messy in the blink of an eye. Here are some of our best tips for managing your membership records more easily.
Have Records Will Travel
Many businesses and nonprofits need to travel with their membership records for special events, so it’s important that they are portable or easily accessible while on the road. Even if you only have a few membership records to keep track of, they need to be properly organized and mobile 24 hours a day. Even if you still maintain paper membership records, it’s a good idea to have digital versions that can be accessed by the appropriate employees at a moment’s notice.
Speed Up The Process
Sifting through pages and pages of membership records to find the one that you need never looks professional (and many times you end up empty-handed anyway!). Index all of your membership records in multiple ways so that they are easily searchable. At a minimum, it’s a good idea to include the member name, date, and category of each member. Obviously, this is much easier to do when you have digital membership records.
Protect Membership Records
In the age of ransomware and hacking, it’s critical that you protect your membership records all the time. Loose paperwork and unsecured digital files are both vulnerable, so develop a secure way to store both physical and digital copies of your membership records. Work with your membership records software to encrypt information and have a plan for back-ups and what to do if any information is compromised. Membership records being exposed isn’t just a PR disaster, it’s also a way to make sure that you won’t be entrusted with new members ever again.
Easy Steps To Better Membership Record Management
If you are ready to transform the way you manage your records, here are some of the easiest ways to get started:
- Covert your paper records to digital records
- Organize your digital records with record management software
- Develop a plan for converting future records
- Train all employees in any of the new software so that they properly file and take care of new membership records
Record Management for Your Office from Micro Records
Micro Records can help your business transition to a paperless way of life with quality e-forms and technology. For more information about how we can help your business utilize proactive monitoring, transition to doing things digitally, get rid of sensitive documents securely, or benefit from new technology solutions, visit us online or give us a call at (877) 410-SCAN. For more tips on transitioning your business to paperless technology and going green, follow us on Facebook, Twitter, LinkedIn, Google+, YouTube, and Flickr.