Digitizing documents is a great record management technique!
If you’ve already digitized your records for your company, then you’re certainly ahead of the curve. But all of the technology in the world can’t prevent the most dangerous error of all: human folly. Ensuring that your record management strategy is clear, effective, and accessible means that your employees will not have the opportunity to make a grievous error that could jeopardize your clients, your company, and the job security of the employees themselves. Sensitive information should always be guarded with the highest degree of professionalism, so everyone in your employ must be fully knowledgeable of your policies on handling these records.
Give The Right People The Keys
Whether you’re encrypting data or simply indexing files, it’s important that everyone is sure of their roles. Those who should have access to certain sensitive documents should be able to do so easily and with full confidence in their authorization. Creating different levels of record access might be a useful tool. This would make very clear who can obtain and share various records, and leave little room for confusion about those who can’t. This is also essential for legal reasons. Outlining how each document should be handled, as in how long it can be kept, who has the right to be privy to its information, and when it should be destroyed, can prevent legal disasters by arming all your employees with the knowledge of legal boundaries.
Simple Organization Is Always The Right Way
Making all your records digital means that you’ve already saved yourself a huge headache in terms of organization. But confirming with your employees which types of records require which types of attention can prevent further issues. For example, letting everyone know which documents need to be saved and which need to or can be deleted by categorizing them as such is a simple strategy to remove any doubt. Along the same lines, making sure everyone knows how and when records can be shared or moved within a system can avert seemingly harmless areas which would compromise data security.
Keep Everyone Informed To Protect Your Record Management!
Micro Records can help your business transition to a paperless way of life, and help you maintain its security, 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.