Effective Records Management

Effective Records Management

Records are essential components of every business and organization. Business transactions and processes result to reports, documents, files, and contracts. Invoices, receipts, presentations, memos and letters are all too common in a business setting. Without a doubt, records are a big part of the corporate life and managing these records one of the building blocks for a transparent and credible organization. Effective records management practice takes it a step further in making a successful, operational business.

What makes records management effective? When records of all kinds – hard copy and digital; active, inactive and in between; old, new and semi; and in all degrees of importance or priority – are kept safe, secure, and accessible. It’s more than just systematic filing and classifying nor the proper way of labeling to make company tasks more convenient. Records management works when company files and documents, regardless of type or priority are handled well. This includes knowing which records to dispose of and the right time to do so that will only positively affect business. 

Companies have all kinds of confidential and private documents. Some to such high degree that only a select few within the organization are allowed access. It is good business practice therefore, to have a records retention policy to ensure that what is supposed to be classified information remains so. Furthermore, it is advisable to be aware of and implement government rules and policies regulating the records management industry. This will help protect your business, and both your employees and clients.

Records management is also about accessibility. It’s important to remember that more than just storing, managing and securing records, there must also be easy access to data. Even if your documents are secure, but not available to your business or not as easily ready for use, then they become less valuable. What would happen if you keep a client’s request for his transaction history waiting because you can’t get hold of the files immediately? How about the delay in contracts for a supposedly closed deal with new suppliers? These poorly reflect your credibility and efficiency as a business provider. Hence, your records should be easily requested and delivered no matter where they’re from, whether from an off-site storage facility, hard drive or the filing cabinet.

With regard to accessibility, effective records management also necessitates the knowledge of who should be allowed access to certain files. This is especially true for confidential files and classified information.

Records management or records storage done the right way can assure a smooth running business. It will allow you to be more efficient and productive. With less trouble from properly stored and handled records that are also secure and accessible, your business can expend its resources in other areas and focus on more pressing matters.

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