5 Document Management Mistakes to Avoid
Do you have a plan for managing your information throughout its lifecycle? For many organizations, document management is an afterthought instead of a priority. Don’t let that happen to you! Here we share five document management mistakes to avoid.
Mistake 1: Ignoring Retention Schedules
Document retention schedules are guidelines for how long you’ll need to keep records for legal, financial, and compliance purposes. Don’t ignore them. If your records become the subject of litigation, an established retention schedule can protect your company. Draft and implement a retention policy that demonstrates your organization is following established, legal procedures when storing and destroying documents.
Mistake 2: Not Following Document Storage Best Practices
Managing a growing inventory of confidential documents is complex. You have a responsibility to protect your employees’ and customers’ privacy while ensuring critical information is accessible. Without the right storage methods and administrative support, managing your documents is almost impossible.
A records storage service ensures your documents are securely stored and easily accessible. Your documents are stored in a records centre that features the following systems:
- Access control
- Surveillance monitoring
- Barcode tracking
Access is limited to records management professionals who make sure your documents are secure and managed throughout their retention lifecycle. As a result, you always know where your information is and who has accessed it.
Mistake 3: Tossing Instead of Shredding
Corporate identity theft and business fraud is a growing problem. For many organizations, the problem starts at the waste bin. When documents are no longer needed, they are often tossed instead of shredded. The reason is simple: office shredding machines are slow and unreliable. As a result, employees avoid using them. Investing in a scheduled shredding service eliminates having to use office shredders and ensures documents are destroyed promptly and consistently.
Mistake 4: Not Scanning Active Documents
In a busy office, active physical documents are easily misplaced or completely lost. Document scanning eliminates the risk of losing track of critical business information. Once a document is scanned, it can be stored, shared, and protected digitally. A document scanning partner can offer a cost-effective solution for converting your documents to digital images quickly.
Mistake 5: Using the Wrong Records Management Service
There’s no one-size-fits-all document management solution. Every organization has unique document management requirements. That’s why it’s important to partner with a document management provider who takes time to assess your document management needs and can offer a turnkey solution for managing your information throughout its lifecycle.
Phoenix Recycling provides records shredding and destruction services to all of Manitoba. For more information, please contact us by phone or complete the form on this page.