Avoid These Common Document Management Mistakes

When it comes to document management, there are a lot of things to consider. From physical space to employee access, there are many potential pitfalls. In this blog post, we’ll discuss some common mistakes organizations make with document management, and how to avoid them.

Not having a records retention schedule and policy

One of the most important parts of records management is having a document retention policy. This policy will dictate how long you keep your records and how you dispose of them. Without a policy in place, you could end up keeping records you don’t need and dispose of ones you do. Make sure your company has a solid records retention policy in place and that everyone in your organization is following it.

Lack of proper indexing and organization

One of the most common mistakes of content management is a lack of proper indexing and organization. Your documents and records should be easy to find, and you should be able to look up information quickly. If you can’t find what you’re looking for, it’s going to slow your productivity down. Consider working with a professional document management company that can help you create a 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 a variety of 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 you need it. 

Not backing up documents

One of the worst things that can happen is losing important documents. If you don’t have a backup, you could be in trouble. Make sure to store copies of important documents offline, like with offsite tape vaulting, in case of a power outage with no access to your file server or other disaster. DMS implementations also ensure a backup of your documents in the cloud so you can access them from anywhere.

Not digitizing documents

If you’re 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 setting up a document management system, it’s important to consider who will need access to documents and how to automate workflows. If you’re 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 heavy 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

One of the most common mistakes businesses make is failing to dispose of records correctly. When you dispose of records, you need to make sure you’re following all the rules and regulations. Otherwise, you could end up in legal hot water. There are a variety of ways to dispose of records, such as utilizing secure shredding services.

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.

Contact us to learn more about how our VitalScan team can help you automate document management processes.