The answer to the question solely depends on the status of your record management system. Organizations with poor record management often find it difficult to keep the files in place or to retrieve them on time. The files are frequently misplaced and the storage room will look like a heap of paper garbage. Finding a file from the mess and adding the document to the correct file is a toil. Probably, the new document will add to the pile of papers in the storage room and be lost forever.
How can you make it an easy task?
Having an efficient document management system employed in your company is the answer! A proper record management system ensures that the valuable records are identified and preserved, while the non-essential documents are discarded on time. This is not something that can be achieved overnight. The constant effort needed to be invested in setting up a robust record management system and regular maintenance should be done. The following key steps are essential in developing one:
Inventory of the records: To start with developing a record management facility, doing a complete inventory of all the records you have will be appropriate. This gives you an insight into the type and size of the facility in which you should invest.
Assigning people to do the work: Many companies keep this task as the one. But hiring people in the initial stage will be useful in building a strong document storage mechanism. The hired employees can help with setting up the facility and they will also understand the d duties from the basics. This will ensure whether your system will be sustainable or not.
Invest in the physical settings: The next step is to arrange the physical settings for the record management system. This includes renting a house or building an in-house facility. You should implement temperature and pest control systems to keep the records. Installing security cameras is another part you should focus on.
Framing and implementing a record management policy: Drafting a record management policy and faultlessly implementing it is fundamental for the effective working of a document storage system. Document management policy should lead the teammates with proper guidelines about how to store the records, who can have the access and how to track the files.
Can we make the process simple?
Hiring a reputed record management company to handle your records is the best way to simplify the process. A document storage company, such as Kayman Vaults assists in collecting and filing them without much effort. The skilled workers from the record management service provider will keep them file the document correctly in the file as it is properly maintained. You just have to hand over the file to the professional. They will do a quick check on the storage facility and will place the document on the desired file within minutes. Adding to this, you do not have to spend extra on setting up a facility, rather the remarkably efficient and safe storage facility of the record management company can be used.
Kayman Vaults is a well-renowned record management company in Chennai and provides vigorous record collection and storage facilities. Secured with cutting-edge technology and skilled people, your documents will be safe with Kayman. Contact Kayman to know more about the service