Four common document management mistakes we repeatedly make – and how to break the cycle.
We were all pleased to find out that on Groundhog Day 2020 that Punxsutawney Phil did not find is shadow. And as the legend goes, we will have an early spring.
When you say something is like Groundhog Day, it usually means a situation or event is continually repeated until a change is made and the cycle is broken. In the movie Groundhog Day, Bill Murray’s character kept waking up to repeat the same day over and over again – and repeating the same mistakes time after time, until he finally broke his bad habits.
Many of us get stuck in a poor document management “Groundhog Day”. Breaking these four common document management mistakes and implementing a new records management system, could help your business become more productive and efficient.
Results of Bad Document Management
- Poor Organization and Clutter
Businesses continue to have excessive clutter and a disorganized environment. By not keeping up with filing and organizing, stacks of papers grow faster than they can be filed. Plus, it can take over valuable space in an office and become overwhelming. Additionally, it makes it very difficult for employees to keep track of customer information and inventory.
- Lost and Misplaced Files
Routinely misplacing customer data files that provide confidential information or taking too much time to retrieve them, can result in lost customers or legal issues. Without having a system in place leads to trouble finding a file with important customer information, including purchases, payments, and other key data. Should you face legal action or audit, some laws penalize companies for not giving information promptly.
- Wasted Time
Excessive amounts of time are wasted when you are sorting through messy filing cabinets. Poor document management practices result in significant lost time looking for records and customer interactions and hurt your bottom-line.
- Poor Productivity
Employees stress levels rise as the ability to find and share information becomes unnecessarily challenging, plus it takes away from the day to day tasks. As a result, employees tend to stay focused when a sound document management system is in place.
Document Management Solutions
Depending on your specific needs, there are a variety of solutions to bad records management issues
Scanning and Digitizing Files
By converting your paper records, and other archives to digital format, your business can free up important office space, secure your data, and ensure quick and easy access to the information you need. plus it is affordable.
Store Records Off-Site
For paper records, off-site records storage is a great option. These facilities store and handle the management of your storage boxes. It frees up precious space and stores records that need to be kept but not frequently accessed. Plus, it is economical. Off-Site Record Storage facilities are secure, climate-controlled, and your files can be delivered whenever you need them. including retention tracking.
A one-time purge or regularly scheduled shredding services from a reputable shredding company will help eliminate clutter in tight office spaces as well as provide security for a companies confidential documents. In addition, paper shredding is the most secure way to protect personal information.
Document Management System is a framework within which you can organize your files, helping you name, sort, organize, code, retrieve, share, and secure your files. a DMS will help you manage a large volume of digital files simply and safely and easy retrieval.
Don’t get caught up in the “Groundhog Day” cycle by repeating the same document management mistakes. Furthermore, set up a plan that is right for your business to stay organized and more efficient. Contact Shark Shredding for additional information Document Management Services.