Principles of Records Management Best Practices

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Businesses often overlook the importance of document management. Records and document management can play a big role in keeping your company organised and manageable; document management is a necessary part of a company’s day-to-day operations.

The Document Warehouse can assist your business in organising your company’s principal documents, keeping them safe, tracking and monitoring them, auditing and reviewing documents and providing safe disposal of documents when no longer needed. Here are a few of our top recommendations to help your business:

  1. Safety and privacy

One of the first rules in any business is to ensure that your company’s records and documents are kept safe, and privacy policies are put in place to protect important company data. If document security is poor, your data and client’s data could be vulnerable to a breach. Your business’ electronic records management and document management system should have built-in solid systems.

The Document Warehouse has the perfect document management systems for your business, using the records management filing system technology that can manage data capturing, document scanning, and the retrieval of records both offsite and onsite. For physical document management and safekeeping, your business can use the Combox range for efficient document file storage. This storage will save you time, money and space.

  1. Record, Track and Monitor Documents.

Document mismanagement and lack of efficient electronic document management can contribute to poor document-keeping. It is important to monitor, track and record documents. Without these processes company records can go missing and can be unaccounted for, which can negatively affect your business. The Document Warehouse is your business’ solution for tracking, monitoring, and recording documents. We have an efficient, cost-effective records management filing system that offers electronic document management, where you can track your physical records and retrieve documents easily at any time.

Our document file storage also allows for an affordable physical onsite document archive storage or filing solution, designed especially to improve your current document management system.

  1. Annually review/audit

It is crucial that your business has record management policies in place. These policies should include an annual review and assessment of company records and record management systems that are put in place. These reviews or audits should also assess how employees are managing documents, if documents are filed, stored and monitored correctly and safely, including clean desk policies, where employees clear their desks of any important documents at the end of the day and ensure no important documents are left at the printer. This can avoid important company records being breached.

  1. Destroy records at the end of their lifecycle

One of the key principles and best practices when it comes to records management in any business is to destroy documents when they are no longer needed or have come to the end of their lifecycle. This can refer to physical documents in your work office. Physical documents can be destroyed by shredding them. The Document Warehouse offers a document management system that can electronically backup and store old records safely, leaving you to get rid of physical documents when they are no longer needed. Check our Secure Document Shredding and Document Destruction Service for more information.

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