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4 common document management mistakes we repeatedly make - and how to break the cycle
Punxsutawney Phil emerged from his tree stump on February 2, 2022, and saw his shadow -- predicting six more weeks of winter.
When you say something is like Groundhog Day, it usually means a situation or event is continually repeated until a change is made and the cycle is broken. In the movie Groundhog Day, Bill Murray's character kept waking up to repeat the same day over again – and repeating the same mistakes Time after Time, until he finally broke his bad habits.
Many of us get stuck in poor document management Groundhog Day- So, why do we continue to make bad decisions day after day? The only way to escape the never-ending time loop for Bill Murray's character was to change his practices - and breaking these four common document management mistakes below could help you become more efficient. Implementing a records management system is often overlooked and underrated in many businesses. A regular system helps companies to become more efficient and productive. Without this, companies experience miscommunication and data loss, and unnecessary stress for employees.
Results of Bad Document Management
These are all signs that your company needs to make a change and ramp up document management efforts:
1. Poor Organization and Clutter
Not keeping up with filing and organizing, stacks of papers grow faster than they can be filed. Businesses continue to have excessive clutter and a disorganized environment. And can take over valuable space in an office and become overwhelming. Additionally, making it very difficult for employees to keep track of customer information and inventory.
2. Lost and Misplaced Files
Routinely misplacing customer data files that provide confidential information or taking too much time to retrieve them can result in lost customers or legal issues. Without having a system in place leads to trouble finding a file with critical customer information, including purchases, payments, and other vital data. Should you face legal action or audit, some laws penalize companies for promptly giving information.
3. Wasted time
Excessive amounts of time are wasted sorting through messy filing cabinets. Poor document management practices result in significant lost time looking for records and customer interactions and hurt your bottom line.
4. Poor Productivity
Stress levels rise as the ability to find and share information becomes unnecessarily challenging. It takes away from the day-to-day tasks that employees are supposed to do. Employees tend to stay focused when a sound document management system is in place.
Document Management Solutions
Depending on your specific needs, there are a variety of solutions to bad records management issues.
Scanning and Digitizing Files
By converting your paper records, and other archives to digital format, your business can free up important office space, secure your data, and ensure quick and easy access to the information you need. Plus, it is affordable.
Store Records Off-Site
For paper records, off-site records storage is a great option. These facilities store and handle the management of your storage boxes. It frees up precious space and stores records that need to be kept but are not frequently accessed. Plus, it is economical. Off-Ste Record Storage facilities are secure climate-controlled, and your files can be delivered whenever you need them. Including retention tracking.
DMS
Document Management System is a framework within which you can organize your files, helping you name, sort, organize, code, retrieve, share, and secure your files. a DMS will help you manage a large volume of digital files simply and safely and with easy retrieval.
Don't get caught up in the "Groundhog Day" cycle by repeating the same document management mistakes. Set up a suitable plan for your business to stay organized and more efficient. Contact Shark Shredding for additional information about Document Management Services.