Well-organized document management programs help businesses remain compliant with record-keeping regulations.
Well-organized document management programs help businesses remain compliant with record-keeping regulations, avoid any security risks, and improve their workflow and overall productivity. As you begin to evaluate your own document management, questions to ask yourself vary: what are the top weaknesses in your system, and which steps can you take to improve your records management? Read on to learn more about the different types of document management, where to look for improvements, and why it is crucial to regularly update and fix your management systems.
Evaluating your Current Management System
A well-maintained document management system helps businesses in remaining compliant with record-keeping regulations, helps them avoid security risks, and streamlines the overall workflow of the company. As you evaluate everything, ask yourself the following:
– What are the top weaknesses in my system?
– Which steps can I take to improve my overall management practices?
The Dangers of Bad Document Management
With poor document management at the center, there’s a range of risks ripple out in all directions, including productivity problems, legal considerations, and security worries. The impact of disorganized record management systems is far-reaching and could lead to severe issues down the road.
Security Risks
An unorganized records management system could create more cracks for sensitive information to slip through. Poor document management can lead to employee theft or negligence, and in the event of a flood or fire, it could lead to losing your entire record archive.
Lower Productivity
When there’s a folder after folder of documents stuffed into filing cabinets and folders without any specific order, tracking down, and refining documents is far from time-efficient. While time itself is indeed money, the other cost-factor to keep in mind is space. The less room your documents take up, the more room you will have for revenue-generating purposes.
Improving your Document Management Systems
There are many ways to currently improve your document management, digitized or not. These include:
Record Retention Plans
Record retention programs are set timetables for how long to store records and when you should shred them. By organizing how files are stored you can get the duel-benefit of saving valuable office space while simplifying legal compliance.
Internal Audit Plans
After establishing and implementing a document management program, it is crucial also to implement a system for tracking the weaknesses and the strengths of your program. By consistent monitoring, you can continue improving and fine-tuning your management program to ensure it’s at it’s best.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.