Document management is very important for many different reasons. You need to know where all the documents and records of not only your clients, but also employees and you need to have a system in place so that you can find whatever item is needed quickly and easily.
These records also need to be secure from theft, fire and other kinds of problems as they arise. Whether these records are physical, or on the computer, they need proper management in order to retrieve and examine them at a moments notice and in some cases, to be able to dispose of them properly.
Here are just some of the many benefits of having proper records management in place.
Having a proper system in place makes daily operations run more smoothly, saving time and money, both for workers and for your clients.
If you have a system in place, there is little or no accidental deletion or destruction of important files.
Because you have a management system, it effectively frees up space, both in the office itself, as well as on the computer system. If you decide to put these records on the computer, it will save not only money, but is also healthier for the environment because it saves trees from being turned into paper products.
Having a records management system helps keep an accurate record of any and all financial transactions, allows for quick and concise reporting and changes.
If you ever are audited, everything is in neat order, making the audit quicker and smoother. Keeping accurate records also helps keep your business transactions and expense accounts separate from any personal accounts you may have, also important when it comes to audits.
Luckily, there are many resources that are available to help you. One of them is management software, which can keep your records either on a file on a corporate computer, or online off site.
Make sure that if you decide to go with management software that is specialised for your business and that it is safe from hackers and viruses and is easy to use for the right people, but includes security measures to deny unauthorised people access.
If you go with an online company that will manage and record your documents off site, make sure that their internet connections are secure as well. You also have to make sure that you can access any information any time you need to.
There are also services available to help you organise your records management system. Again, make sure the service has people who are trained in keeping accurate records for the type of transactions you specialise in. Ask for references and make sure that all of their employees are professional and if necessary had police checks carried out, the more sensitive the nature of their work, the more intensive the check will be.
Employees having a Criminal Records check is becoming necessary to reduce the possibilities of records management companies employing personnel who have in the past been less than scrupulous. Making these quick checks provides you with the peace of mind that your sensitive records are looked after in line with the Data Protection Act.