Did you know that 80% of New Year’s resolutions fail by the second week of February?
You started off the new year filled with good intentions to increase efficiency around the office, save money, be more organized, improve customer service, etc…but now, the initial motivation you had may be starting to fade.
There’s no one-size-fits-all information management solution — just like there’s no magic weight loss pill or tree that grows money. Like other resolutions, if you’ve resolved to improve information management in your office, you’re going to have to work at it.
Luckily, Record Storage Systems has some simple tips and tricks to help make your information management goals a reality. So before you wreck your resolutions, here are some things that can help you achieve efficiency, improve your customer service, get organized, and save money in 2018.
1. Develop a Record Retention Strategy
One of the easiest ways to organize information is to create a document retention strategy that allows you to define a record’s purpose and lifespan. You may have customer files, financial information, HR records, old invoices, or tax records piled up on your desk, stuffed in file cabinets, or saved electronically in folders on your computer that you haven’t accessed in months…even years.
A record retention strategy offers numerous benefits beyond simple organization. It can also help you keep information more secure and can save space (therefore reducing overhead costs) around the office.
So how can you get started developing a record retention schedule that works for you? Research the state and federal guidelines related to your industry (i.e. financial, legal, zoning & planning, etc) to determine the minimum record retention period and ensure compliance. Then, create an internal retention schedule that defines each document’s purpose and lifespan. If a record has outlived its usefulness, use a document shredding provider to securely and ethically dispose of old records.
2. Focus on Digital Transformation with Automated Workflows
Changing from a traditional paper-based document management system to an electronic document management system can help streamline your business operations and internal workflows. Free your organization from bloated processes that perpetuate inefficiency and cost. Workflow automation services lead the way to greater productivity and digital transformation.
So how can your organization build on what it already has to create a digital transformation strategy that works for you?
Digital transformation doesn’t happen overnight. The first step is grasping the realities of digital transformation—rather than getting seduced by the hype. For the foreseeable future, most organizations will operate in a hybrid world of both paper-based and digital information, and must create transformation strategies that address and connect both.
Start by embracing a robust document scanning system and electronic document management software for some of your internal processes – whether it’s AP/AR, Customer Service, or Operations. With a secure electronic content management storage system that offers automated approvals, document routing, electronic storage, and user-friendly search capabilities, you will start to see the immediate benefits of digital transformation, without having to overhaul your entire internal processes.
3. Enlist the Help of Professionals
We understand that sticking to any resolution for a whole year is difficult. Especially one that involves sensitive information, security, and a deliberate, focused conversation about your organization's document management. Information management providers like Record Storage Systems offer comprehensive, strategic, and secure services that enable you to transform the way you manage documents and electronic data.
It can be tempting to give up on something new if you’re not seeing results. That’s why we’re here to help create customized information management strategies that enhance your efficiency, minimize risks, and ultimately save you money.
Where do you want to be in 2019? Before you wreck your resolutions, stop and picture how you want your organization’s future information management strategy to look.