Why records

Data can be shared and updated remotely, eliminating unnecessary duplicates. With accessible information at hand, your organization is enabled to make smarter, better business decisions. Enforcement for noncompliance can be severe, including subpoenas, legal actions, and costly penalties.

The tracking of records permits your staff to know when and how to apply retention rules, such as legal hold or destruction. Information delivers value to each part of your organization, and if permanently lost, your business could suffer drastically. Adopting a records management policy keeps sensitive data protected in the event of an emergency or natural disaster.

Electronic records and data backups that are essential to continuity can be stored in secure media vaults, protecting them from internal or external threats. When documents are stored onsite and disorganized, you must constantly sift through them to locate relevant information.

A quality records management system can bring numerous benefits to your organization, from improved efficiency and faster retrieval, to enhanced workflows and minimized risks. The following are a few of the top reasons for your agency to invest in a records management system of its own, and start enjoying all the perks as soon as possible. And easier, more seamless compliance is incredibly helpful to your agency as a whole, considering enforcement for noncompliance can be quite severe ranging from legal actions to other expensive penalties.

Thanks to a unified, comprehensive records management system, your most noteworthy data and details can be conveniently accessed whenever you need them. Consider the volume of reports and emails your business produces on a daily basis; out of all of that information, there may be only a small percentage that is actually useful or that needs to be kept on file. Moreover, handling records — especially the paper variety — demands considerable time and money due to locating adequate storage space and printing or filing all your physical forms.

Fortunately, with proper records management, your agency can gain control over the growth of its records and be sure it retains the most relevant or pertinent data. Digital records management offers notable cost savings by reducing your storage fees and improving the efficiency of your team i.

But with effective retrieval and accessible systems, your agency can make informed decisions in a snap. Records management software not only makes document retrieval more streamlined, but it disposes of unwanted data so that your most important items can be utilized unencumbered. Plus, with a cloud-based records management system, data can be shared and updated remotely rather than solely on-premises. This level of retrieval capability allows managers or department leads to have all the information they need right at their fingertips, and enables them to achieve smarter, more deliberate outcomes time and time again.

In fact, well-executed records management mitigates these risks in much the same way that legal counsel or an insurance policy might — by protecting against unwanted or unforeseen future events. While most compliance risk comes from documents that are destroyed prematurely, there is equal or greater risk in storing documents for too long; records can and should be destroyed after a certain number of years, depending on the file type.

Indexing and retrieval capability allows managers and authorized executives to search and find files faster. Every single record created in a business day is a potential background data for future management decisions and planning. These records document the activities of the company, which managers may use in future to research the workings of the company.

Though you cannot put a quantifiable figure on the loss of motivation due to these circumstances, it is one of the most important reasons to establish a good record management system. Also check: Automated Electronic Workflow. Top 10 Benefits of Records Management.

Get Started Free. What is Records Management System? What are the benefits of a Records Management System? Control the Generation and Growth of Records.

Effectively Retrieve and Dispose Records. Many digital records management systems even allow you to set specific restrictions, so that only authorized staff can access or update sensitive documents. Save Money and Time Records management takes a lot of time and money, requiring storage space, printing materials, and staff to file and maintain documents.

A digital records management system saves you these expenses by eliminating the resources associated with printing, organizing, storing, and maintaining documents. The increased efficiency that comes with such a system only further reduces costs. Control Record Growth The process of implementing records management after having neglected it may require a lot of upfront work, depending on the degree of disorder and how long records have been accumulating for.

However, once you have a plan for records management in place, you should have no trouble keeping your documents in check. Whenever a new record is created, you should have the necessary knowledge or resources at hand to decide whether it needs to be maintained. Boost Employee Motivation If employees are constantly faced with disorganized or lost records that slow or even block their workflows, they will quickly become frustrated.

Though not quantifiable, this poor working environment will certainly affect employee motivation. On the other hand, employees who can finish work efficiently without any blockages will feel empowered by their accomplishments and eager to keep going.

The difference between these two situations lies in effective records management. Monitor Federal Regulations and Document Retention Schedules Your organization should be aware of any and all federal regulations that apply to your work. Monitor them regularly to ensure that you remain compliant with any updates that are made. If none of these policies apply to your business, now is the time to do some research, establish best practices for different document types, and make a plan.

Keep in mind that the government regulates how certain kinds of records are discarded. For example, after the established retention period, Washington State requires that public hospitals destroy diagnostic images, but that they transfer maternity registers to the Washington State Archives for further appraisal. Digitize Everything While maintaining an effective records management system on-site or in off-site storage is possible, digitizing records is becoming the norm — and for good reason.

Storing records in the cloud allows your organization to:. The Alaris IN2 Ecosystem is particularly suitable for this task, with a variety of scanners and software solutions to make implementing and maintaining records management easy.

Alaris features that directly benefit records management include:. Visit our site or contact us directly to learn more about how the Alaris IN2 Ecosystem can help improve records management!

Smooth transition from paper to digital improves access, speeds processes, eliminates lost documents and saves money. Mailrooms can be complex and chaotic, leading to loss of productivity and efficiency.