Any document or digital information that is important for the work of an organization is considered a “record.” Depending on your industry, this could range from specific forms to encompassing all social media content and correspondence. The broad nature of record-keeping and its demand for efficiency are leading many organizations to electronic content services for their record management needs. Record management is no small task. Industry-specific rules and regulations require that records are handled in very specific ways. At the same time, records must be accessible when required. Here are four benefits of choosing content services as part of your record management strategy.
When it comes to record-keeping, all your hard work is useless if you can’t find what you need, when you need it. One key to record management is making records accessible and searchable. By moving to an electronic record management system, your records become linked across the organization. Every file is available as needed, from your smartphone, tablet, or laptop. Additionally, metadata makes files searchable by a variety of markers, including file type, client, date, keyword, and more.
Depending on the types of records you maintain, there are various rules and requirements for how you create, share, store, and protect information. It can be a full-time job following these demands, and all it takes is one misstep to bring about an audit or fine. Instead of the stress, move to content services where compliance is automatic. Because the system follows the rules and regulations for you, no audit or inspection will catch you off-guard. Also, program your content services platform to follow record retention and disposal schedules and automate even further.
The management of physical documents wastes an enormous amount of time and effort. Keeping paper records where they belong, and finding them when required, is easily a full-time job. Thankfully, content services platforms perform that job digitally with ease. Entrusting your record management to a digital platform frees up countless work hours, increasing productivity and efficiency.
Each year, companies produce extensive backup copies to ensure appropriate and complaint record-keeping. While these copies serve an important purpose in theory, they represent significant waste, both in paper products and time. Digital record management provides automatic backup for all vital documents off-site. Even in the case of natural disaster or on-site security breach, your records are safe and accessible.
Record management is an overwhelming task without the correct tools. Unfortunately, many organizations neglect to prioritize their records systems until it is too late. The best way to increase the efficiency, compliance, and security of your record-keeping is a digital content services platform. To discuss more ways content services can benefit your organization, contact MaxxVault today.