Managing records is a critical aspect of your company’s document management. Unfortunately, some organizations have settled for inefficient processes they’re used to using rather than taking advantage of more efficient and effective methods available today.
Is it time to re-evaluate and optimize your approach to records management?
What Is Records Management?
Records management falls under the umbrella of document management, and it specifically focuses on the way your organization handles records. Records can consist of anything from sales receipts to employee performance reviews, inspection reports, sales data, and beyond.
Records management involves setting policies and standards, carrying out processes, and implementing technologies or systems to facilitate the methodical handling of records in your organization.
This management encompasses all aspects of the record’s lifecycle, including:
- Capture
- Maintenance
- Storage
- Access/security
- Disposal
Why Is Records Management Important?
If you haven’t thought much about how your company manages records, you may wonder why this topic is even worth considering. There are several reasons you should ensure you have a strategic records management system in place.
Security
When documents are not carefully managed, they can easily become vulnerable to exposure or misuse. Properly managing records can help you dramatically improve your document security, allowing access to authorized personnel only.
Compliance
Are there certain regulations you must comply with when it comes to how you manage records? Whatever the standards, having a system in place can help you stay compliant. This can include:
- Federal regulations such as the Health Insurance Portability and Accountability Act (HIPAA) or the Fair and Accurate Credit Transactions Act (FACTA)
- Local government regulations
- Industry-specific standards
- Your company’s internal records management policies
Organization
If you’ve searched through disorganized stacks of papers or haphazard digital folders in search of a record, you know how frustrating a lack of organization can be. With a records management system, you keep records filed logically so you always know where to find the information you need.
Access
When records are systematically and securely stored, this means you can always access your records when you need them. Whether it’s to resend something to a client, comply with an audit, or reference information for internal processes, you’ll be able to quickly produce the records you need.
Efficiency
An effective records management system can improve efficiency across your organization. Consider the time and money you may be wasting when you have to chase down information or deal with lost or missing records. You can eliminate that waste with a modern records management solution.
Why Go Digital with Records Management?
Today, the best way to manage records is with a digital solution. The global documents management systems market is growing considerably and is projected to reach $6.78 billion by 2023. More and more companies are discovering what a difference a modern records management solution can make.
Consider these benefits you could take advantage of when you go digital with your organization’s records management.
1. Save Time and Money
Outdated methods of managing records may allow you to keep records well organized and secure but require a large investment of your company’s resources to do so—either time, finances, or both.
With a digital solution, you can streamline the process. Rather than hiring employees for records management jobs or burdening staff with records management responsibilities, you can automate these processes, saving both time and money.
2. Eliminate Physical Storage
When it comes to storing your records, you often can’t simply toss old files to free up space. According to tax experts, many types of records should be kept for seven years or even permanently, in some cases.
If you're currently storing records on-site or paying for a storage facility, converting your records to digital files and storing them virtually is a major upgrade. You can eliminate those cluttered filing cabinets or ongoing storage facility fees.
3. Enhance Security
We already saw how a records management system can help with document security. That’s true of any records management system, even if it involves a physical lock and key for filing cabinets or storage closets.
However, a digital records management system offers some real security advantages. You can tailor settings to put the measures in place you need to keep records secure. Cloud storage also allows authorized personnel to securely access records from any location.
4. Prevent Records Losses
Another advantage of storing records in the cloud is that you can count on protecting your records even when paper records or on-premises data storage could be destroyed. For example, a fire, flood, or other disaster could wipe out all your records stored on-site, which could have a significant impact on both your company and your clients. Storing records securely on remote servers adds a layer of reliability and protection.
5. Step up Sustainability Efforts
If you’re committed to making your business more environmentally responsible, going paperless is a great move. Paper and pulp manufacturing are among the top 10 greenhouse gas-emitting industries and contribute to other types of pollution, as well.
If you decide to reduce your reliance on paper, let your customers know so they see your commitment to environmental sustainability in action.
Get Started Improving Your Records Management
Maybe you’re ready to adopt a modern records management solution, but you’re not sure where to start. After all, there are so many software options and dealers out there vying for your business.
The simplest way forward is to partner with a managed service provider (MSP). An MSP like CPI can learn about your organization’s use of records and your unique needs and walk you through the process of finding the right solution, implementing it, and continuing to manage it for your organization.
Learn how one company improved its operations by adopting a modern approach to document management with help from CPI.
