New Year, New Information Management Needs?
As experts in the field of information management, we’re always thinking about how companies can better manage their information – both paper and digital. But, with so many aspects of your business requiring attention, we understand that you may not always be able to focus on your company’s evolving information management needs. Fortunately, the start of a new year – and a new decade – is a great time to assess your business’s current and future records management needs so you can make any necessary adjustments.
We recommend you concentrate on a few key areas:
Planning
Your company may already have a records management plan in place. If so, that’s an excellent place to start when determining if your business is handling your current content appropriately – and if you need to make any adjustments for the future. Review your plan and contact your information management partner for input.
If your organization doesn’t have a records management plan, make it a goal to create and implement one this year. An effective records management plan ensures your company knows what content you have, the length of time and the manner in which you are required to maintain each type of content, and how and when to destroy it. It also positions your business to optimize processes whenever possible and to take advantage of innovative technology as it becomes available.
Document Storage & Management
If your company relies heavily on paper documents, you know how quickly they can pile up around the office. Storing them offsite in a secure, state-of-the-art facility frees up valuable workspace. The start of a new calendar year is a good time to determine if it’s time to move your documents offsite or, if you’re already using offsite storage, to re-evaluate where you’re storing it. Does the facility provide 24-hour security? Is it temperature- and humidity-controlled? Are you able to request files online for delivery? Does your storage provider guarantee a secure chain of custody for your documents? How is the customer service? Do you receive prompt, personal attention to your questions and concerns?
Digital Information Management
The beginning of the new calendar year is also an excellent time to consider digital solutions for your document management needs. Digital solutions enable your business to go fully or partially paperless, offering myriad opportunities for process improvement and cost savings.
In choosing an appropriate digital solution, you can opt for one that is simply a repository for your company’s documents. Or, you can choose an information management partner that offers a scalable, cloud-based content services platform. With features and capabilities that improve efficiency, reduce errors, save money and provide your business with a greater decision-making agility, the right platform will fit your business’s current needs – and be flexible enough to adapt to future needs as well. Look for a platform that facilitates workflow management and workflow automation, as well as enhanced collaboration, and delivers advanced analytics and excellent security.
If you’re already using a content services platform to manage your company’s information, does it offer all of these features and capabilities?
Information Governance and Security
Whether your company relies on physical or digital solutions to manage information, it’s imperative that you periodically check to ensure you’re adhering to current regulations.
Government and industry regulations regarding the handling, storage and destruction of corporate and consumer information are updated frequently. Failure to comply with these rules can expose your company to severe penalties. A clear, concise – and most importantly – current, records management plan can help your company mitigate unnecessary risk through information governance and compliance.
Likewise, ensuring that your company is complying with current security requirements – and that your content management platform’s security features are up to date – is crucial to protecting your business from internal and external data breaches. So, check with your information management partner to determine if their platform follows the latest protocols for cyber security. Specifically: Does the platform offer end-to-end data encryption? Does it adhere to Safe Harbor and PCI regulations? Is it compliant with SOC 2 requirements? And, if you aren’t already aware, ask how software security updates are being handled. Are they taken care of automatically on the back-end without any disruption to service or is there something your company’s IT team should be doing?
If you find that your company’s information management partner falls short on information governance or security, you must address these issues immediately. Not doing so can expose your business – and your clients – to tremendous risk.
Moving Forward
Regardless of the outcome, regularly evaluating your company’s needs in these key areas is essential. Doing so at the start of the calendar year gives your business an opportunity to make any necessary course corrections early on, and provides plenty of lead time for changes if you’re operating on a fiscal calendar.