5 Risky Records Management Strategy Mistakes
How to avoid and correct mistakes that could cost your company more than just money.
1. Not Properly Organizing And Indexing Files
At the end of the day, the time and money invested in records management must pay dividends. Being able to find records and documents quickly is just one of the dividends. In order for this to happen, you have to make sure all your records are properly organised and indexed in a logical manner.
2. Failing to properly plan and review your records management system
When it comes to records management, you must think in futures. What technology is being employed to manage your records? How long will it be usable? Can it be upgraded or migrated to another system? Does it cover the life cycle of your records from creation to destruction? While it is important to answer these questions when planning your system it is just as important to regularly review your system to make sure it stays up to date and viable.
3. Lack of long-term data integrity checks
Like anything, electronic storage media does not last forever. Protecting your digital data for many years to come requires regular rotation to new storage media and periodic replacement of old storage media. Additionally multiple backups should be made and the data checked every rotation to make sure nothing has been corrupted.
4. Staying up to date with Laws and Regulations that effect company records
Fortunately or unfortunately, there will always be many laws and regulations pertaining to business records. Making sure, you know what these laws and regulations are and how they affect your business may not be pleasurable but it is necessary if you want to avoid serious legal issues.
5. Failing to ensure your records management programme and technology is supported long-term
A records management programme is not something you implement and then ignore. It requires monitoring, optimisation, adherence to procedures and on-going support. Factors that necessitate support include legal compliances that change every year, staff training for new staff or staff being moved to new posts and changes in the technology used to manage and store your records.