The Importance of Continuous Records Management Training

Records management is a crucial aspect of any organization, as it ensures that important information is properly organized, stored, and accessible when needed.

However, because technology keeps changing and regulations are always being updated, it is important for employees to constantly train to avoid problems with managing records.

In this article, we will discuss the importance of continuous records management training and how it can benefit your organization.

Benefits of Ongoing Records Management Education

Compliance with Regulations

One of the main reasons for continuous records management training is to ensure compliance with regulations.

Employees must stay updated on changing information management laws and regulations to comply with them. Failure to comply with these regulations can result in legal consequences for your organization.

By providing continuous training, employees will be aware of any updates and changes, reducing the risk of non-compliance.

Improved Efficiency and Productivity

Proper information management training can also lead to improved efficiency and productivity within your organization.

Employees who receive proper training on file organization and management, such as using a document management system, can reduce time spent on information searching and dedicate more time to task completion.

This can lead to increased productivity and ultimately, improved overall performance for your organization.

Protection of Sensitive Information

Records management training also plays a crucial role in protecting sensitive information.

The Identity Theft Resource Center, a nonprofit organization, reported that the U.S. experienced a record surge in the count of reported data breaches. The increase was 78% from 2022 and 72% from the previous high in 2021.

With the rise of cyber threats and data breaches, it is essential for employees to understand how to properly handle and protect sensitive information. Continuous training can educate employees on the best practices for data security, reducing the risk of a security breach.

Cost Savings

Continuous records management training is a crucial aspect that can bring about numerous benefits for your organization, including cost savings.

Companies incur costs of $20 to file a document, $120 to find a misplaced one, and $220 to recreate it.

Employing scanning services and cloud storage can help companies reduce document management expenses by offering a central repository to find, distribute, and control information.

Improved Record Keeping

Records management training can also lead to improved record keeping.

Training employees in the correct organization and management of records can result in records being more precise and comprehensive. Through the use of a record management system, such as VitalWeb, businesses can monitor their inventory from its creation to secure document destruction.

This can be especially beneficial in industries where accurate record keeping is crucial, such as healthcare or finance.

Enhanced Document Retention

Document retention is a critical aspect of any business operation.

It refers to the practice of maintaining and storing documents and records for a specified period of time. This process ensures that important information is kept safe and easily accessible when needed. By implementing a document retention policy, businesses can establish clear guidelines on what types of documents to retain, how long to keep them, and how to dispose of them properly.

This aids in fulfilling legal obligations, maintaining information governance policies, safeguarding against possible lawsuits, and efficiently managing the flow of information within the organization.

Adaptability

Through ongoing training, employees can stay up-to-date on the latest digital tools and technologies, allowing them to adapt to new business needs and trends more efficiently.

By investing in regular information management training, businesses can ensure that their workforce is equipped to handle the evolving demands of the digital landscape.

This adaptability ultimately leads to increased productivity and competitiveness in the market.

Conclusion

Continuous records management training is not just a one-time event but an ongoing process that ensures employees are well-equipped to handle the evolving challenges of information management.

By providing regular training sessions, organizations can empower their staff to stay updated on the latest regulations, technologies, and best practices in record management. This proactive approach not only enhances the organization’s overall efficiency and productivity but also mitigates risks associated with non-compliance and data breaches.

Ultimately, allocating resources for ongoing information management education is a strategic choice that can provide long-lasting advantages for any organization. In search of a comprehensive records management program? VRC is here to help.