Do you feel in control of your records?
It could be your physical or digital records. Are you confident in how these files are lodged, approved, and disposed of? If you utilise a document storage solution, then you already have peace of mind knowing how this information is handled.
But what if you don’t?
For government organisations and medium to large companies, document storage can concern records managers, IT personnel, finance teams, and CIOs. Fortunately, you can take steps to create a centralised approach to document lodgement workflow without complicating it for staff who need to access files.
Make Security a Priority
A common issue for government departments and businesses with teams across the country is that records are accessed using multiple systems. Some are more secure than others. When you take control of your document storage lodgements, keep privacy and security front of mind. This means storing files in a centralised location using multifactor authentication. It ensures only authorised staff are accessing records relevant to their role.
Have a Consistent Approach
One of the biggest challenges for organisations and governments is creating records. Sometimes there is no consistency when details are entered. A document lodgement workflow process provides a standardised approach. It allows staff to easily lodge documents using agreed business standards to ensure compliance and consistency.
Develop a Document Retention and Disposal Policy
Not all files need to be retained for the same length of time. To ensure effective record management, a document retention and disposal policy is necessary. It should be configured for each type of record your organisation or government department keeps. The policy also needs to be consistent for all teams and divisions.
Keep Track of Loose Files
When files are removed or relocated, it is difficult to keep track of them. The time will come to return these records to storage. You’ll need a solution to ensure these documents are associated and tracked to the original file. It removes the risk of duplication or loss of vital customer information.
Create Thorough Reports
Monthly, quarterly, half-yearly, and yearly reconciliations are time-consuming tasks. But you can create reporting that automatically tracks and allocates costs to orders. Then when you have to assign payments and reconcile charges, it is easier to retrieve the relevant data without impacting day-to-day operations.
Utilise Document Storage Experts
There are several considerations when getting your document storage lodgement under control. You need to have a privacy and security focus. Improved governance of information and support for multiple locations is a must too. You’ll also need a document retention and disposal policy as well as automated reporting.
Want expert advice on protecting and digitising your important documents? Compu-Stor is an Australian-owned family business specialising in information and records management solutions and services. From document, media and data storage to digital scanning, business process automation and consulting services, Compu-Stor provides a wide range of solutions using the latest technologies & methodologies to deliver secure and efficient services.
Through its Digital Transformation Solutions, Compu-Stor helps maximise the accessibility and flow of information within organisations. With offices across Australia, Compu-Stor works with its customers to provide cost-effective and secure solutions tailored to their needs.
Contact us today for a free initial exchange to see how we can help you: 1300 559 778. For more information, visit our website at https://www.compu-stor.com.au/.
