Getting Records Management Right: 3 Success Stories
Who would have thought a grocery store could benefit from better records management? Surprising though it may sound, records management keeps all kinds of organizations, such as small businesses, city governments, schools, and even grocery stores, to name just some, running smoothly. Records management is something that companies are always on the lookout to improve, implement, and turn into a regular habit within the office. Sound familiar? While it’s a challenge, we have three successful stories to share of organizations that have getting records management right. Good record storage is good for your business, meaning safety, privacy, and keeping track of files for projects, people, and corporate history. Let’s not kid ourselves, this is no simple task. However, it is achievable, and worth it, as the following three case studies show.
A grocery store chain produces a fresh take on records managementOut of sight from store aisles filled with fresh and tempting produce, exotic spices, and gourmet cheeses, a family-owned California market was souring on its bookkeeping practices. So many boxes of employee punch cards were stored in a warehouse that it filled almost three rooms, floor to ceiling. Holding on to the employee records was crucial for the union audits it faces on a regular basis. However, the small business was running out of room, and putting too much time into digging into disorganized boxes to find the right files. Now that’s all in the past. Since becoming a Corodata client, the company’s system has been thoroughly re-worked to handle an audit at any moment. Boxed up, labeled and bar coded, records are now stored offsite and easily accessible should the need arise – and it does – to provide specific records for auditors, along with audit trail reports. Another bonus: The warehouse is now available for what it’s really needed for, storing inventory, not boxes of sensitive data. Soon after the business partnered with Corodata, in addition to the union audit, the company also faced an IRS audit. This time, they were ready.
“Thankfully we just called Corodata and gave them the box number and they came back the next day. The auditor was very surprised. All the information she needed, she got it. She did say we were pretty organized,” the bookkeeper recalled.Let’s just say that this grocery store delivered the goods, fresh and on time.