Which steps can you take to help your overall document management practices?
A well-maintained document management system helps businesses remain compliant with record-keeping regulations, help them avoid security risks, and improves their workflow and productivity. As you turn to evaluate your record management, questions to ask yourself should be: what are the most significant weaknesses in your system? And which steps can you take to help your overall document management practices? Read on to learn about the essentials of any document management system.
What Exactly is a Document Management System?
A proper document management system is defined as the practice of organizing, classifying, and managing a company’s documents from their creation to the moment they’re disposed of. There are two main types of systems:
- Traditional Paper Management, as the name implies, paper record management systems focus on the management and storage of hard-copy documents. Papers are typically managed in-house or stored somewhere offsite if there’s a large volume of records.
- Electronic Records Management, on the flip side, an electronic records management system focuses solely on intangible digital files. Electronic records are much more accessible and easier to distribute, meaning digital record document management systems are better and ensure file security and authenticity. Digitization is the future for document storage and management.
The Risks of Poor Record Keeping
With poor record-keeping at the center, there’s a range of risks that ripple out in many directions, including productivity issues and security concerns. Some of the dangers included are security risks, low productivity for your company, and legal and regulatory noncompliance. You don’t want to take these risks with a weak document management system.
Improving your Document Management System
As time passes by, technology advances and there’s new types of record formats to manage, security threats to prevent, and implementation roadblocks to take into consideration. To improve your digital record system, consider the following:
– Evaluate your storage methods. Make sure you’re using the best system to fit your business. For larger companies with more digital documents, DMS software is better equipped to handle the workload. In contrast, for smaller businesses or those with more remote employees, cloud storage is the best choice.
If you’re still dealing with physical and paper record management, consider these tips:
- Disaster recovery plans are suitable for records that are stored in the office, as they’re at more of a risk for theft.
- Document scanning services will save you plenty of time and resources. Just convert your documents to a digital platform to make your business run smoothly. Micro Records can assist you in your document management process!
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.