An official record is as important to a business as the educational credentials to an employee. A business has to interact with various stakeholders for various operational activities. It may require a business to acquire, process, and maintain the records of all.
Even a small grocery shop may need to preserve the data of its regular customers, the vendors from where it orders the most, the corporate clients that need monthly supplies, and various other agreements.
The physical record management becomes a compulsion for them to meet statutory needs, support their claims, have evidence to furnish, and save themselves from undue penalties and imprisonments. This post discusses some of the valuable strategies that can help you improve the document storage of your business while keeping a check on the business operations too.
Have shelves, boxes, security
Improving document storage starts with the way you manage the precious business data. You might own a lot of information about your clients, customers, vendors, suppliers, manufacturers, the land, or other projects you possess. It all needs to be well kept as you may need it any time sooner or later.
For physical records, you must deploy well-trained staff and provide those dedicated rooms or halls. Have modern cupboards, purpose-build shelves and boxes, and security staff. Take every measure to ensure the data is neither lost, stolen, nor damaged.
Set standard operating procedures for managing and processing sensitive information so that unauthorized personnel cannot access any part of the data.
Digitize your physical records
The digital revolution is helping every small to medium and large enterprise to go paperless. With the latest tools and commercial scanning machines, you can digitalize entire physical records and have it on a portable hard drive rather than a separate storeroom.
Improve document storage in your business by arranging an on-spot scanning facility as it will help you instantly transform a hard copy into a soft one as soon as you receive it. You can outsource the facility to an on-demand scanning service provider to ensure professional and reliable digitalization.
Archive physical records off-site
Recording, maintaining, and archiving business records on-site means allowing anyone to peek into your private and confidential records to destroy, damage, or steal them for their benefits. It is similar to inviting the intruding and unhappy employees to take out their grudges in misplacing the records.
Save your business records from such a loss by archiving them to an off-site location. It can be your warehouse at a remote location or a professional company. Avail of their services as they have the required tools, premises, and expertise.
Have a document destruction strategy
The strategy of flawless physical archive and record management is incomplete without planning a document destruction strategy. It is better to trash the record that is no longer useful, but its presence and maintenance may pose a threat to the organization.
You can define a policy of the minimum time to archive the inactive record so that it can be destroyed as soon as it is not needed. For physical records, you can cut the documents into pieces with a shredding machine.
Do it onsite or hire professionals for it, but make sure to destroy it in a way that can never be assembled for manipulation in the future. However, for online records, you can easily delete it and free some valuable space on the desk.
Switch to cloud storage
Cloud storage is a step ahead in improving the document storage of your business. The physical records may remain at a central location and unable for a worker in a remote location. To facilitate workers in multiple locations of your business, you can avail of a cloud storage facility.
It will make available all the required files on a cloud server that can easily be accessed by authorized personnel with an internet connection. They will not need someone to access the cupboards or cabinets of the headquarters to scan and send the file via email.
It shortens the entire process of accessing files. It also helps the workers to collaborate easily with one another by working on a central file rather than generating files of their own.
Pay attention to the physical records you own and process in business premises by investing in purpose-built shelves and cupboards. You can outsource the management to professional document storage companies as well. Additionally, you can try different strategies such as off-site data archiving, digitizing, timely destruction, and cloud storage.