records management

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Many workplaces suffer from various headaches – especially with the increasing digital presence in most companies. Some are in the midst of digital transformation, and others are having to already make substantial changes and improvements to their existing digital strategies. Records management has grown more complex as a record can be almost anything – both physical and digital items.

When it comes to records management, it’s important to know what’s happening to all of the information you manage. This can mean knowing where the information is originally stored, how to move it (if need be), when to move it etc.

It’s not just about moving records either. Being able to store them securely for a certain amount of time and ensuring suitable people have the correct access rights can be logistically nightmarish.

Here are 6 headaches that many records managers will suffer – and our advice on how to cure them.

#1: Regulation

Regulated industries are under increased amounts of pressure to be compliant. Where records are a form of data, there’s a lot of potential risk involved. This includes where the records are kept and who’s got access to them. Keeping records in a filing cabinet in a locked room is now a thing of the past.

#2: Out of date processes

Out of date processes and software can be dangerous. Especially if you have several processes and pieces of software within your records management process. If your data cannot be secured, then you’re at risk of not being compliant with your records. The consequences of this aren’t very palatable.

#3: Accessibility

Knowing where a record is located, finding it quickly can prove challenging if there are hundreds of thousands of records across the organisation. Easily accessible records cures this headache, but at the same time you need to have the correct accessibility enabled regarding permissions and security

#4: Security

When it comes down to working and collaborating with other people things can become more complicated. Permissions of certain records must be monitored and the sharing capabilities need to be supervised too. If someone were to leave the company, would the process of records management be affected? If the answer is yes then your process and infrastructure needs to change. The answer to this should always be ‘no’!

#5: Lost records

Lost records can range from a minor inconvenience for businesses to an enormous hassle that takes months, or even years, to resolve. Going digital and backing up information now couldn’t be easier – and safer. Not only should you back up all of your records, you need to ensure they’re secure. This way, if something happens, you’re able to track what may have gone wrong and how to retrieve your information.

#6: Compliance with retention policies

Depending on the industry you’re in different regulations apply. However one common issue is dealing with the schedule for retaining and destroying records.

We have a free eBook surrounding this topic and how records managers can use SharePoint to their advantage to manage their work processes effectively. Surprisingly, you may already have access to SharePoint which means you won’t have to face the financial burden of a new records management system. SharePoint is incredibly flexible and can address many of your woes and headaches. You can access the eBook here if you’d like to find out more.

 

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