Avoid These Common Document Management Mistakes

Effective document management requires careful consideration of various factors. From physical space to employee access, there are multiple potential challenges that organizations need to address.

In this blog post, we will highlight some common mistakes companies make while managing documents and suggest ways to avoid them.

Not Having a Records Retention Schedule and Policy

Having a document retention policy is one of the most critical aspects of records management. This policy outlines the duration of time your records should be kept and the proper way of disposing of them. If you don’t have a policy, you may end up holding onto records you don’t need, while disposing of the ones you do. It’s vital to ensure that your organization has a well-established records retention policy, and everyone follows it.

Lack of Proper Indexing and Organization

Proper indexing and organization are crucial in content management. Your records and documents should be easy to locate, ensuring that you can retrieve information quickly. In case you can’t find what you need, your productivity will suffer. A professional document management company can help you create an efficient solution that works best for your team.

Failing to Store Archival Records Offsite

One of the most important parts of records management is storing archival records offsite. This is important for two reasons. First, it protects your records from damage or destruction. Second, it frees up office space so you can use it for other things. There are various offsite document storage companies with scan on demand services, allowing you to ensure your archival records are safe while providing on demand access to them if needed. 

Not Backing Up Documents

Losing essential documents can be one of the worst things that can happen to anyone. Without any backup, it can create a lot of trouble. It is essential to store copies of important documents offline, for instance, with offsite tape vaulting, in case of power outages or other disasters that may prohibit access to your file server. By implementing document management software, you can ensure that your documents are backed up in the cloud and can be accessed from anywhere.

Not Digitizing Documents

If you are still relying on paper documents, you’re behind the times. Digitizing your documents has a number of benefits, including improved security and increased efficiency. When you digitize your documents, you can store them in the cloud and access them from anywhere. You can also share them with your team more easily and make sure everyone is working with the most up-to-date information. If you’re not digitizing your documents, you’re needlessly adding complexity to your workflow.

Not Automating Workflow

When you are setting up a document management system, it is vital to consider who needs access to documents and how you can automate workflows. If you are the only one who can access a document, it’s going to slow business processes down. Digital documents are shareable with your team so everyone can access them. This will make it easier to collaborate on projects and get work done. Explore workflow automation solutions, such as HR automation and AP workflow automation, to digitize and make documents shareable.

In-house Records Management

In-house records management is always the least efficient way for an organization to rely on for its document and record management. In-house records management may be costing you more than you think and exposing your organization to critical information-stealing activities and espionage while incurring high costs. Even if the documents are digitized, an in-house document management system is always vulnerable to attacks and mishaps that occur inside the premises.

Failing to Dispose of Records Correctly

It’s crucial for businesses to dispose of their records properly. Failure to do so can result in legal issues. To ensure compliance with regulations, it’s important to follow the correct procedures when disposing of records. One of the most secure ways to dispose of records is to use secure shredding services that guarantee data security.

Not Having a Secure Chain of Custody

A secure chain of custody is essential for any business that deals with sensitive information. If you don’t have a secure chain of custody, you run the risk of losing or damaging your records. There are a variety of ways to ensure a secure chain of custody, so find one that works for you and make sure your records are safe.  

If your office is having trouble with any of these challenges, take a look at your document management solution, or lack thereof. By avoiding these common mistakes and outsourcing your content management, you can set your business up for success and streamline business processes.

Vital Records Control® (VRC®) understands the complexity of document management and can help you with your digitization journey, regardless of where you are starting. Click here to connect with one of our team members today.

In the meantime, for more detailed information about our solutions to help you manage your documents and automate workflow, check out the benefits of using our document management systems.