Many businesses often overlook and underrate records management procedures. While a strong, well-thought-out records management process can make organizations efficient and effective, poor records management can lead to messy and incomprehensible workspaces, irritable employees, and the loss of information.
Poor records management can cripple a company—halting efficiency, sucking up precious time, and causing unnecessary stress for employees. Record Nations helps companies experiencing the symptoms of poor records management find solutions.
Symptoms of Bad Records Management
These are all signs that your company needs to make a change and ramp up document management efforts:
- Stacks of paperwork grow faster than documents can be filed away
- Sharing and disseminating files is cumbersome
- Paperwork storage takes up too much office space
- Documents are misfiled and take a significant amount of time to find and retrieve
Consequences of Poor Records Management
Over time, poor records management can lead to these systemic issues:
- Messy filing cabinets waste an excessive amount of time
- Valuable office space is used to store paperwork, forcing the company to pay premium prices for document storage
- Files are misplaced, buried, and lost
- Communication between coworkers erodes
- Employee stress levels rise as their ability to find and share information becomes unnecessarily challenging
How to Solve a Case of Poor Records Management
Depending on your company’s unique needs, there are a variety of solutions to poor records management issues.
Switch to the Cloud
Cloud storage services are flexible and convenient. There is a huge trend towards using cloud storage because files stored in the cloud are easily accessible from anywhere, and storage options can easily increase as your company grows.
Use a DMS
If you manage a large amount of digital files, a document management system is a framework within which you can better organize your files to meet your business needs. With features that help 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.
Store Records Off-Site
If your company still handles physical paperwork, off-site records storage services free up precious office space. Store records that need to be kept but not frequently accessed at an off-site facility. Facility storage space costs less than in-office storage space. Additionally, they are secure, climate-controlled, and can deliver your files whenever you need them.
Find a Records Management Solution that Meets Your Needs
Whether your company could benefit from going digital, moving old records off-site, or just ramping up your current document management strategy, Record Nations can help.
We partner with a nationwide network of professional document management providers who help thousands of companies find solutions that increase office efficiencies every day.
Call us at (866) 385-3706, use the live chat, or fill out the form. We will connect you to reliable records management providers in your area who can help you find a solution that works for your business.