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This guide reveals exactly which business records to keep and for how long.
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Since 1948, we have delivered secure records management solutions to help businesses confidently protect and manage their information.
Managing records efficiently can be challenging. Overflowing files, digital clutter, and changing regulations make it hard to know where to start. With these 10 essential tips for efficient records management you’ll learn how to control your documents and information, simplify processes and improve security. Effective records management isn’t just about compliance. It’s about freeing up time and resources so you can focus on clients and building a successful business.
The right technology streamlines cumbersome administrative tasks. Gartner found 47% of workers struggle to find needed information. Look for solutions with automation features like automated document capture, indexing, and routing. This helps improve business processes and frees up employee time. Employee records become more accessible with the right technology.
Implement software like DocuWare or Microsoft SharePoint to automate document capture, indexing, and routing. For example, a healthcare clinic can use automated indexing to categorize patient records by name and date, saving hours of manual sorting.
Effective records management begins with clear, accurate, and legible records. Nearly half of workers waste time searching for information. This emphasizes the importance of accurate record keeping from the outset.
For example, a law firm can use standardized templates for contracts to ensure consistent formatting and clarity, reducing time spent on revisions. Train employees on proper documentation practices, such as avoiding ambiguous abbreviations and maintaining uniform formats across teams.
Signing and dating documents is like authenticating a work of art. This meticulous process may seem tedious, but it justifies the increasing demand for skilled records management analysts.
In legal cases, signed and dated documents can serve as evidence in disputes, providing a verifiable timeline of actions taken. Use digital tools like Adobe Acrobat Pro for e-signatures and version control to maintain a clear audit trail.
Classifying your documents is like a library cataloging books. It simplifies finding information with robust records management.
For example, a retail company can classify invoices by supplier and year, making it easier to pull data for audits or supplier queries. Develop a hierarchical folder structure (e.g., “Client > Year > Project”) and integrate metadata tagging for seamless searches.
Searching through physical files is frustrating. Digital storage simplifies access and improves compliance with various medical regulations and policies.
For example, a manufacturing firm can digitize inventory records, linking scanned receipts to an ERP system like SAP to track materials more efficiently. Start with a hybrid system: digitize active files first while maintaining secure physical storage for rarely accessed records.
If a hospital finds incorrect medication records, staff should immediately flag the entry, correct it in the system, and log the update with a timestamp and approval. Develop a “correction log” policy and provide examples of when and how to document changes securely.
The General Data Protection Regulations (GDPR) give patients the right to access and correct their medical records. This builds trust and transparency, while guarding against oversights in record-keeping.
These tips help implement document change control. This improves security measures and access controls.
Healthcare facilities need clear retention policies. The NHS Records Management Code of Practice 2021 discusses storage and disposal of patient records. Following retention schedules and other important procedures are crucial for regulatory requirements and protect business records from data loss. Use a record management system to ensure automated retention and disaster recovery.
This maintains customer confidentiality for business growth. Relocating medical files requires a detailed plan. This should include rules, a retention policy, and improve physical storage space.
Download our records retention guideline
Medical records often contain highly sensitive information. Dispose of these documents responsibly with compliant shredding methods. Proper record destruction protects sensitive data.
Many healthcare providers have opted for Corodata’s off-site shredding services to securely handle and dispose of sensitive documents, including COVID-19 vaccination data. We ensure compliance with industry standards and employ environmentally friendly methods, such as recycling shredded paper to reduce waste. For example, a large hospital system worked with us to manage a significant volume of paper records generated during the pandemic. By implementing regular scheduled pickups and leveraging our expertise, the hospital ensured secure destruction while recycling over 80% of the material.
Working with a secure shredding partner like ours, who’s earned NAID certification, demonstrates your commitment to responsible data handling. Compliant to the core, we safeguard your trust by adhering to the highest data protection standards. Electronic document retention policies should incorporate proper disposal procedures. Explore different management techniques and consider implementing document management systems for increased efficiency.
Implementing these tips improves productivity, reduces storage space, and helps meet regulatory requirements. It streamlines document workflows, maximizing efficiency and ensuring data integrity. Effective records management is about ensuring complete and easily accessible records while simplifying the management process.