They represent a significant investment in time and resources. As such, they must be appropriately managed so they can do their job and help you run your business.
To maximise your return on investment and avoid costly mistakes, you should avoid these record management mistakes.
Mistake #1: Not backing up your records
Most companies don’t back up their records and data, which is a huge mistake. If your computers crash or are stolen, you can lose all your documents and emails. A good record management program will automatically back up your data so that you don’t have to worry about losing it.
Mistake #2: Not knowing where your files are located
It’s important to know where all of your files are located and what information is contained within each one. Make sure all of your records are kept in one place. This will make it easy for you to find the correct documents when needed, saving time and money! An online file management system helps you manage and track your physical records from anywhere globally, leading to a seamless way of working.
Mistake #3: Not having a system for organising files
Having a system for organising files makes it easier to find them when needed, which saves time looking around for misplaced documents or folders full of information that isn’t relevant anymore.
Record management mistakes can be costly. The more accurate and efficient your record management practices are, the better you can avoid expensive errors.
Mistake #4: Having Inconsistent Labels on Files
If you want to ensure everyone knows where everything is, make sure the labels on each file are consistent throughout the office. That way, everyone knows what they’re looking at when they open up a folder or box full of documents!
Mistake #5 Not Storing Important Documents Properly
Some types of files are more likely than others to survive long-term, so you need to know what kind of storage device each file needs. For example, paper records may last longer if stored under ideal conditions (low humidity, low temperatures) than digital files like spreadsheets or word processing documents that may not hold up as well over time.
If you don’t store critical documents properly, they could be damaged by water or other environmental factors like heat/cold temperatures or light exposure (e.g., sunlight). Ensure these documents are stored correctly, so they don’t get ruined.
As you can see, record management is far more complex than a simple file storage system. These mistakes—and the solutions presented here—will help you better manage your records and will help you avoid some costly mistakes along the way.