5 Secrets: How to Manage Documents to Grow your Business?
Data is getting valuable with every passing day as most of the corporate decisions are now based heavily on it. It is considered as important for an organization as oil to a nation. Therefore, the survival of any business is subject to acquiring, processing, and possession of the data it needs.
Getting the required data from a market or consumers is half of the job, the rest depends on how you retain and preserve it. We are living in a modern era where the data source is not limited to receipts and invoices. The banking industry is struggling with the protection of consumer financial records while online stores are worrying about keeping their records confidential from others.
In a chaotic environment of cyber attracts and physical interference, managing documents has become much more difficult. To help you deal with it, I am sharing the top 5 secrets to managing documents that lead to optimum business growth.
1. Offsite archiving
Record archive is one of the reliable strategies for managing the documents secret and confidential. Companies and organizations that have to deal with sensitive data of their consumers and suppliers, or have to preserve their decades-old recipes use archiving techniques.
It helps them remove a significant part of the data from their office shelves and business premises, and puts them into secure vaults of an archiving company. Such a company has purpose-built premises to manage and monitor data and allow retrieval on demand. The business keeps on growing without worrying about the security of its valuable business information.
2. Digitize your documents
Paper documents have a limited shelf life. by the time the ink and paper deteriorate that may damage the authenticity and usefulness of the documents. To increase its life, you must avail of scanning and archiving services. It turns the physical documents into electronic form and archives them on a hard drive or cloud network.
The soft copies of the record can be preserved for as long as you wish provided the equipment and techniques used are of high quality. It saves you from the struggle of making photocopies of important documents that are in poor condition. Use encryption services to further secure digital records. Free up space by transforming data of all the cupboards in a small data drive.
3. Strengthen external access
The significant step in managing documents is to restrict external access whether it is physical or virtual. The physical records are vulnerable to lose, theft and damage so you must create a mechanism that deters the outsiders. Look into different methods an outsider can use to break into your business premises.
Relying on conventional locks is no more an option. You have to install CCTV cameras with human movement sensors for ultimate surveillance and security of the place. It can be guarded by armed personnel as well. Steel-reinforced doors can also be installed.
4. Limit access to staff
To grow your business, you need to keep the contracts with partners and suppliers confidential. The growth of a business is subject to sharing business secrets. You may lose a large part of the market share if someone else gets to know the trade secret that is the reason behind your key selling points.
Whether you are managing physical records or have adopted the digital document management system, there is a need to limit file access among staff members as well. A person accessing a file, modifying and deleting, or sharing with a friend outside the organization is of grave concern if he is not even authorized to access the data.
5. Officially destruct data
Every company has a document disposal strategy that takes into consideration multiple factors. The legal requirement of keeping records may vary between the nature of contracts and the law of different countries.
A company makes a plan accordingly to dispose of the record to save free space and destroy data of previous affiliations. There is no need to spend money on preserving and retaining data that you no longer need. Save money by scheduling official records at the time of its expiry as it becomes a liability with every passing day.
Document destruction can either be on-site or off-site. Have the file shredding devices and expert personnel to ensure every inch of the paper is disposed of or specify record destruction to your document archiving company.
For any business that aims to grow at an exponential rate, it is mandatory to prioritize an amazing document management system. The most recommended option for any organization is scanning and archiving services as it prevents the damage and decay of paper records. However, the organization that still relies heavily on the creation, processing, and storing of physical records, can choose off-site record archiving. It takes the burden of scrutiny and security from your shoulders to a professional archiving company that is established to guard official records under a multitude of security layers.