A new year means new plans and resolutions, and 2023 is no different. We create new aspirations, both personal and professional, that we set each new year. When setting a professional goal for your business, think through to uncover the root of your problem. If your document management process needs updating, here are four New Year’s resolutions to help get your business back on track.
Resolution 1: Get Rid of Unnecessary Records
To get rid of unnecessary records and create more space in your office, you must first investigate the retention policies of the records you have on hand. Finding out how long records must be kept is a tricky task.
There are multiple diverse types of records within a business that require various lengths of retention and different requirements for future use. Because of this, there is no single retention policy that covers all types of records. In short, to figure out the retention of a single record you must: (1) evaluate the document as either historically significant or not, (2) establish compliance with retention policies at the government or industry level, and (3) tailor your retention policy based off the knowledge of how each type of record serves the functions of your business and its relationship with clientele.
To become an expert on retention policies and to follow through with this New Year’s resolution, check out our retention series.
Resolution 2: Stop Letting Documents for Destruction Build Up
Whether your business has grown in the past year and you have found yourself with more data to destroy than usual, or you just find yourself too busy, if you have boxes of paper records stacked up around the shred container, you are at risk. Depending on the contents of the boxes and where the boxes are stored, this can create a host of risks for your business concerning both compliance and data security
Regardless of the situation, we can help you. All you need to do is contact us and we will remedy the situation. Whether that means increasing the frequency of scheduled shred trips we make to you, increasing your bin size or number of bins, or coming to do a purge.
Resolution 3: Increase Ease of Access to Information
When most think about document management, records retention is the first thing that comes to mind. However, records management is about more than keeping and storing records, even if those are most people’s main concerns.
Providing access to records matters just as much as storing them does. How easy it is to find and gain access to records in a timely manner when they are requested is an important aspect of a successful document management system.
An easy and effective way to rework your business’s records management process and is to engage with a Scan-on-Demand service with record management professionals like Secure Records Solutions.
Resolution 4: Begin the Journey to a Paperless Office
You may not have realized it, but when all these resolutions are used together, you are on your way to a paperless office! Migrating to a paperless office results in happier employees, is less costly, increases ease of access to files, and is good for the environment.
Contact Secure Records Solutions today to achieve all your document management New Year’s Resolutions!