The document management plan of a company needs to be updated. It is crucial to have it on your organization’s requirements. Lack of efficiency in managing your company documents leads to loss of money, time and gives rise to various legal problems. It hurts the growth of your business.
Document management is advantageous for your business. Templafy’s document management software is an important part of digital transformation. It makes it possible to store and access the documents of your company digitally. The task of the employees becomes simple, because they can track and manage electronic documents.
Common Document Management Mistakes
Retention Schedule Is Not Followed -
This is one of the most common mistakes that are made. It is required that you know what documents should be kept, for how long these can be stored and when is the suitable time to destroy the same.
Making a retention strategy helps establish formal procedures so that the same can be retained in the enterprise. No matter whether you start a schedule from the beginning or use an existing one, a professional can ensure that it meets the legal requirements and adheres to regulatory compliance.
Active Physical Files Are Not Digitized
It is natural that the files stored physically get misplaced and go through excessive damage. This mistake may lead to the loss of important information stored in the same.
Digitization of files is the need of the hour.
You can access the information within seconds with the mouse click. After digitization, these files are transferred to a hard drive or a server. In the future, if you require these files you can access it easily.
In -House Storage Is Used to Store the Archived Files
The organizations make the mistake of storing their archived files on it. In -house storage is not safe. Opting for off-site file storage is a good way of keeping your files safe. The files are kept and stored in a record center, which is suitable for storing the same for the long term. This provides security and also preserves the paper records.
The facilities provided include entry access controls, internal staff available for 24 hours, security systems are monitored, provision of fire detection and availability of secure loading, unloading areas. Each record has a barcode that is entered into a database that can be tracked. The trained professionals are taking care of the same.
Storing the Records for a Long Time
If files are stored for a long time then you need to protect privacy. It also gives rise to various legal liability risks. The old documents and files are destroyed with the help of a file shredding service. It is a fast and secure process. The destruction sacks are supplied to the office and it is free.
After this, the shredding technician collects all the filled sacks and the content is shredded in an industrial shredding machine. A certificate of destruction is given to you after the destruction process is over.
Digital Backups Are Not Protected
Provide security to your document management plan. The digital backups need ample protection so that you can retrieve the information when you need it. The use of a data tape rotation service can help you.
The backup data is transferred to data vault for safety and proper management. Under situations like data loss emergency, the data tapes are supplied to the emergency site.
Conclusion
So, it is a necessity to avoid these mistakes. Ensure that your data management plan is safe, efficient, reliable and economical. It should not include any kind of ignorance and carelessness, so that you will not have to witness failures in your business.
