Records management is an important part of any business no matter what industry these companies are part of. All companies will have important documentation they need to keep a record of. However, sometimes it can be difficult to manage these documents.
Perhaps this is a service you provide or need? Remember that records management is a commercial service and there are liabilities involved. You’ll need the proper legal advice to get it right along with the systems you incorporate. This will be the role of the commercial lawyers Melbourne practices can put you in contact with.
Let’s discuss this matter of business records in detail so those who provide and use the systems know how to do it right the first time.
1. Complete Control Over The Growth Of Records
Companies that have been in their trade for many years, will have extreme record growth. Even though more companies are opting for digital document solutions it’s still crucial to keep physical files too. Therefore, companies will require a place to store a large number of physical files.
Businesses will need to have complete control of these documents so they will decide on the following:
- The number of files stored in each box
- How these files are labelled
- When these files need to be destroyed based on their retention periods
- How many files or boxes they want to send to a storage company
- The number of files that must stay on site
- Security that safeguards sensitive files
At the end of the day, businesses must have full control over their documents even though you’re giving them a means of storage. If you’d like assistance in the legal aspect of how to operate a document storage facility, find commercial lawyers Melbourne businesses trust for the proper advice.
2. The Ease of Retrieval
Since the number of documents can be quite high, how do businesses find the records they’re looking for at any given time? Well, perhaps consider physical as well as digital storage. With both physical and digital systems in place, it will make it easier to retrieve documentation.
Some files such as medical records and legal records must be kept in a physical format. That’s why most storage companies have both digital and physical storage systems.
Some document storage facilities work on a barcode system. Each physical file and box is labelled with a barcode that’s scanned onto a digital platform.
These boxes and files are then placed in a location in a warehouse that’s also bar-coded. Every time a box or file is moved from the location and placed in another one these area codes are scanned. This is so documents can be found easily when searched for on a computer.
Here are the benefits of physical and digital storage:
- You adhere to legal document retention periods
- Improves workflow
- Documents can be retrieved with a click of a button
- Records are kept safe
3. Incorporate New Records Management Technology
Digital storage systems are now changing. There are cloud servers that people store all their personal documents on to save on paper and floor space. You too can assimilate the latest digital storage technology for your company.
However, the latest technology isn’t simply digital storage. It could be robotic box retrievers or digital systems that will find a file and deliver it to you without the need for human labour.
Capturing file information onto a digital system could also be made easier with scanning technology. All you have to do is run a file under a scanner and it will record the words onto a computer.
Scanning will eliminate the need for data capturers and it will be much faster transferring information onto digital platforms.
4. It Safeguards Sensitive Documentation
Some storage companies have vaults to keep physical confidential documentation in. These vaults can only be accessed by authorised personnel. It’s crucial that you work with a maximum of three authorised people responsible for these files to keep them safeguarded.
Ensure you have a tracking system so that there’s a record of anyone going in and out of the vault to retrieve documents. For digital documentation, there is top-notch malware and antiviruses on all devices. These digital security platforms will keep documentation safe from hackers.
5. Reduce Operating Costs
Opting for offsite document storage reduces operation costs. To store records on site, employees will have to file papers, label and capture them onto their systems. The disadvantage of this is that it’s extremely time consuming and businesses will have to pay these employees for their labour.
If businesses use off site storage facilities it will reduce labour costs because the third-party company will do all the work.
Final Thoughts On Business Record Management Systems
The history of records management systems go back hundreds of years. Much of what we know about history is all thanks to the preservation of documentation. That’s why it’s important for businesses to keep records because it backs up corporate memory.
Businesses should have proper records management and commercial legal assistance in case of theft, damage or lawsuits from third parties. How up to date is your record system?
