Organization is a key component for any business especially in today’s business world that focuses on transparency. You wouldn’t want a potential vendor or partner walking into your office space and seeing files and documents poorly organized, or when discussing a certain topic you struggling to find the background information. Whether you’re a large or small business, managing your information in a secure and organized way is important. An effective document management system is important for protecting your information from a catastrophe or disaster, while also minimizing the risk of data breach and improving day-to-day operations.
Why you need a document management system
Document management systems can provide your business with an index system, manages your file creation, and should flag records for secure destruction when they are no longer needed. They’re also great for managing where the document is in its life cycle, showing whether documents are active, archived, or ready for disposal.
Paper documents, electronic documents, audio and video documents should all be properly stored, especially if they contain sensitive information. This information should be secured and stored in locked cabinets or a locked room, although many experts suggest the best option is to transfer paper documents into electronic files for ease-of-storage.
Strategizing to effectively use these systems
You should have a system set in place where you label documents for what they contain, how long they must be kept, and when document destroying can happen. Once ready to be destroyed, partnering with a shredded company that provides comprehensive document destruction along with a chain of custody from the time material is deposited to when the secure removal of documents occurs can help ensure security.
Employees should also be constantly updated on the information regarding security processes. Document management policies and procedures will change with technology updates etc. so be sure to schedule on-going training to ensure your employees stay familiar. A Chief Information Security Officer (CISO) can also help reduce the cost of a security breach and create a culture of security.
If you are a small business owner rethinking the amount of paper in your office, document handling solutions can provide you with a more efficient office. Document management can help you prepare for the growing digital and technological demands. Connect with Brock Office Automation today about finding the right system.
