Does your organization have a strong system in place to manage documents? Failing to properly manage sensitive documents can expose a business to unnecessary risk that can have serious and lasting negative consequences.
If you’re wondering whether your records storage system is up to par, review the following common mistakes in document management to see if you might be dropping the ball when it comes to your company’s information storage and retrieval.
Do You Even Have a Document Management System?
Before you can delve into the other issues listed below, it’s important to ask yourself one basic question: “Do we actually have a document management system in place?” Think of all the documents that are handled in a given week, from traditional mail and e-mail to faxes. If you haven’t set up some type of centralized repository for storage and ease of access, you must answer “no” to that question.
Audits Aren’t Considered
If you find yourself thinking that you’ll eventually get around to properly deploying your document management system, consider this word: audit. If the government comes calling, your failure to institute a comprehensive document management system will come to light very quickly. Audits are highly stressful situations—consider the stress levels if you can’t access needed documents quickly and easily.
Distribution of Work between Departments Isn’t Taken into Account
Many documents need to be accessed and worked on by different departments, and having a centralized document management system that is well organized and allows for easy access from any department will save time while alleviating headaches.
Documents Are Indexed Poorly or Not at All
Many of the items your company collects over time will never be used, or accessed, once a certain period of time has passed. But that word—audit—means that properly indexing these documents should be given proper consideration. A proper indexing system means that any needed document can be retrieved easily at a moment’s notice.
Not Indexing Expiration Dates
Many documents contain expiration dates, and failing to track them properly could greatly hamper your entire operation, even leave your company at risk.
Using the Wrong Records Management Service
If you do utilize a company to manage your documents, make sure they understand the specific needs of your business and operations. If they don’t, you might find that accessing your documents is no easier than it was prior to hiring them. The result? Wasted time and money.
While the aforementioned are some of the most common mistakes in document management, they’re not a comprehensive listing of the many considerations your company should be taking into account. An experienced, reputable document management company like Armstrong Archives will help you fill the gaps, ensuring your company can safely maintain and manage its important documents.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.
