The Signs It’s Time to Shift to Digital Records Management
Is your company still managing information manually? Even in industries where hard copies of records must be retained, there are ways to digitize so that your records management practices are streamlined and more efficient. For companies that haven’t yet started transitioning to digital content management, there are some key signs that it’s time to consider making the move.
You lack a records management policy
An up-to-date records management plan is the most effective way to ensure your company remains compliant with government and industry regulations. If your organization doesn’t have a records management policy in place – or if it’s outdated – your business is at risk. State and federal government agencies strictly regulate the handling, retention and destruction of information. This can include, for example, tax or other financial information or HR-related information. Companies that don’t comply with these regulations may face steep fines and penalties.
Transitioning to digital records management enables you to mitigate risk in two ways. First, by ensuring the security of your information – protecting it from internal and external threats – and second by guaranteeing that your company follows the prescribed guidelines regarding how to handle, maintain and destroy information.
Your company is running inefficiently
Are your employees spending time on manual tasks that could be automated? A transition to digital content management can ease the burden currently place on employees – and help your company operate more efficiently overall. A robust enterprise content management system that offers digital solutions such as automated workflows and intelligent form technology can optimize your operations. Digitizing manual processes frees up employees to handle tasks that require more personal attention. It also reduces many of the errors associated with manual data entry, and helps ensure content – including documents, images, etc. – is accurately and efficiently processed. In addition, an ECM with a digital document manager system will allow for an unprecedented level of collaboration.
You’re overwhelmed with paperwork
The amount of information your company is required to maintain can grow at a rapid pace. And, whether you’re storing those records in your office or in an offsite facility, the prospect of shifting from hard copies to digital records may seem daunting. However, an experienced information management company can ensure a smooth transition by guiding you through the process, creating a robust records management plan for you moving forward, and handling even large-scale scanning projects with ease, thanks to the best advanced bulk document scanners. Pivoting to complete digital records management – or even a hybrid solution – can help you take control of your company’s content.
If your company is facing any of these challenges – or all three – the time for digital records management has arrived. Learn more about GRM’s records management software.