The digital age has arrived, and it’s time for your company to make the most of it. Suppose you’re an organization that relies heavily on paper-based records and files. In that case, you need to take advantage of the many benefits of a more efficient method for managing your daily business operations.
Fortunately, there are several steps that you can take today to modernize your records management system so that it agreeably suits the needs of employees who are constantly accessing information via mobile devices or working remotely. Here are four simple steps to modernize your record management for the digital age.
Identify your organization’s information
● Identify the different types of information you have (e.g., financial, human resources).
● Define how much is digital and how much is a hard copy in each category.
● Identify confidential or regulated data, such as personal or protected health information (PHI).
● Track litigation-related documents, such as discovery requests, responses, depositions, and court orders.
Also read: 7 Tips for Storing Important Business Files
Define policies and procedures for digital documents
Digital documents are any files that exist in the digital world. These include emails, spreadsheets, documents, presentations, and more. The benefits of digital records are numerous, including easy storage and numerical data.
However, there are also risks associated with managing these types of records, including potential loss due to malware attacks on your computer system or hacking attempts from outside sources to gain access to confidential company files.
That’s why it’s essential for companies looking at modernizing their RMS systems should consider what best practices they should follow when dealing with these kinds of situations, so they don’t become another victim out there trying desperately to keep up with demand but failing miserably because they were too busy worrying about meeting deadlines than properly implementing new policies/procedures.
Select a records management system
Now is the time to think about how you will record and store records in the future. Ensure you have a clear idea of the type of system your organization needs before you start looking for one:
● Is it easy to use? If so, great! But if not— whether due to complicated features or clunky design— choose something else. Your employees will thank you later.
● Is it secure and reliable? The last thing anyone wants is for their data to be vulnerable when put into storage, especially when that storage is offsite. Ensure any company providing this service has good security measures in place so that hackers don’t get their hands on sensitive data about their customers or employees.
Also read: 10 Easy-to-Use Employee Scheduling Software
Integrate the new system to maximize efficiency
Once you’ve selected the right records management software, it’s time to integrate it with other systems and processes in your organization. This will help you leverage the benefits of digital records management and make sure that everything is working together as it should be. Integrate the new system with the following:
● Other business systems: You should be able to access records from any system that employees regularly use, such as ERP or HR systems.
● Company culture: Employees need to feel comfortable using new technology within their day-to-day workflows; otherwise, they may not use it at all! Make sure everyone understands why this investment was made and how they can benefit from it (for example, by reducing paper waste).
To remain sustainable and compliant, it is even more critical to keep up with the latest trends in today’s digital age. Implementing new record management systems can seem overwhelming at first glance, but it doesn’t have to be!
By following these steps, i.e., identifying your organization’s information needs, defining policies and procedures for digital documents, and selecting a system that perfectly fits those needs and processes, you can make the transition from paper-based systems easier.