Are you making bad document management decisions for your business?
If your answer is yes, you’re far from alone. Ever since human beings first started businesses, we’ve made mistakes related to document management. There is always a risk of something happening to the documents in your business, like fire, theft, or an accident.
You might be asking, “What steps can I take to ensure my business documents aren’t ruined?” That’s where we come in. We’ll give you an in-depth answer on common document management mistakes below.
1. Lack of Cloud-Based Data Storage
Lack of cloud-based data storage is a common document management mistake businesses must avoid. Storing data on hard drives or local computers can lead to problems such as accidental data loss or breaches.
Cloud-based storage offers an effective solution, enabling businesses to access data from any device, anytime and anywhere. Not only does this make for faster document access and retrieval, but it also reduces the risk of data breaches and other security issues.
2. Insufficient Document Security
Document security is one of the most common document management mistakes that businesses can make. Unsecured digital or physical documents can be easily accessed by unauthorized individuals and can put your business at risk.
To protect your documents, you need to invest in a secure document management system with user authentication and encryption.
3. Poor Version Control System
Poor version control systems can cause problems in collaborating on projects among multiple colleagues. Without a proper version control system, there is no way to track changes to a document, who made them, and who has reviewed them.
This can cause versions of documents to become outdated or incorrect, leading to major problems. Documenting changes and tracking versions is key to an efficient document management team and should not be overlooked.
4. Unverifiable Employee Compliance
Unverifiable employee compliance is a common document management mistake that businesses should strive to avoid. This involves failing to create a system to track and verify employee training and qualifications properly.
When this happens, organizations can find themselves in non-compliance with industry standards and regulations. As a result, companies may face the following:
- hefty penalties
- tarnished reputations
Companies must take active steps to ensure that all forms, documents, standards, and regulations related to their employees are properly tracked, filed, and updated. This could involve managing online documents securely on-site or in a secure cloud server accessible to authorized personnel. You can also read pdf C# for the perfect PDF file reader solution.
5. Overlooking Legal Issues and Document Retention
Keeping documents for longer than necessary or retaining documents not compliant with regulations can increase the chances of litigation and create problems for businesses down the line.
Organizations should be aware of the data retention policies relating to their industry and keep documents only for as long as necessary. It is also important to ensure that all documents comply with applicable regulations.
This can be done using an appropriate document management system to ensure documents are securely stored and properly organized.
Avoid Common Document Management Mistakes
Consult a competent professional to define a document management plan for your company that avoids common document management mistakes.
When implemented thoughtfully, your paperless plan can help to save you time and money and promote efficiency in the workplace. Start now and create a document management system that your business can rely on.
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