8 Amazing Tips for Good Records Management - PowerPoint PPT Presentation

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8 Amazing Tips for Good Records Management

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Records Retention Schedule Creation ensures that records are kept protected from unauthorized access as well as data disaster. Our solutions utilize cutting-edge technology and are price competitive in the market. – PowerPoint PPT presentation

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Title: 8 Amazing Tips for Good Records Management


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8 Amazing Tips for Good Records Management
  • Contoural Inc

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  • Record management is a critical aspect of any
    business. It offers a variety of advantages. On
    one hand, record management helps you bounce back
    to a normal state after a mishap has happened. On
    the other hand, it improves performance and
    efficiency while adhering to legal obligations.
    In this article, we have discussed 8 amazing tips
    for great record-keeping.
  • For every business, record keeping and management
    look like a daunting task. Small scale businesses
    find it difficult to manage data and records on
    their own because they cannot outsource it to
    third-party or professional services due to a
    limited budget. Well, if that is the case, we
    have got you covered. With the help of these 8
    tips, you can manage and keep the records
    effectively on your own. These tips are not
    strictly for digital record management. These can
    be referred to for physical record-keeping as
    well. Lets take a look at the 8 amazing tips
    which are applicable across all spheres of
    records management and document archiving.

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Accountability
  • Records management is a highly significant aspect
    of any business. In the absence of a professional
    or structured record management system, the
    records are placed without undergoing any kind of
    screening, filtering, or structuring. It is
    similar to throwing data into a huge pile of
    records that lead to the formation of a huge heap
    of records. Accessing or retrieving data from
    this heap is extremely difficult if not
    impossible, and consumes too much time in
    performing a simple task.
  • To combat this, it is recommended to make someone
    responsible for this so that accountability can
    be ensured. By delegating authority and
    responsibility for the records, you can hold a
    person accountable and auditable if any record is
    not found. It is their responsibility to make
    sure that the records are kept in a proper system.

4
Protection
  • It is important to take data management seriously
    because there can be confidential and sensitive
    information in the record you are keeping. This
    information can never be lost or made available
    to everyone. Hence, it needs to be protected.
    Records Retention Schedule Creation ensures that
    records are kept protected from unauthorized
    access as well as data disaster.

5
Integrity
  • By the integrity of data, we mean that the data
    is authentic and reliable. Once data is
    manipulated or changed, the integrity is
    compromised. Digital records can be edited and
    they can fall into the hands of unauthorized
    elements too. Physical records can become
    completely useless due to degradation, in the
    absence of proper management. Both types of
    records require different management solutions,
    which are critically important for the records
    integrity.

6
Compliance
  • A records management system is often a legal
    requirement of various sectors. If you are
    dealing in the health sector or law sector, it is
    important to implement a proper records keeping
    system, to remain compliant with regulations and
    requirements of law and other regulatory bodies.
    It is important to devise the rules for
    compliance so that they can be implemented
    effectively across the organization.

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Availability
  • An effective records management system makes the
    whole system efficient. All the information and
    records are kept systematically. Whenever
    particular information is required that can be
    made available in the nick of time, without
    having to struggle to locate it. The availability
    of the records in a records management system is
    considered as the litmus test for the systems
    efficiency. Ideally, a system will allow quick
    and painless access to records whenever they are
    needed. No matter how old the record is, the ease
    of accessing a record determines the performance
    and efficiency of a system.

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Retention
  • There is no question when we talk about the
    retention of records. For effective records
    management, it is significant to retain records
    as per the rules and regulations of the system.
    There is a defined period for which the records
    should be maintained as per law and company
    regulations. However, retaining data longer than
    the defined time not only slows down the system
    but also violates regulations and laws. Hence,
    there has to be a defined retention policy for an
    efficient records system.

9
Transparency
  • An ideal records management system keeps records
    that can be understood by all relevant
    stakeholders- internal or external. To ensure
    transparency make sure that the protection of
    records is not jeopardized.

10
Disposal
  • As per the data management policy, records must
    be disposed of so that the systems efficiency
    and performance are not compromised. Those
    records which are no longer required, and have
    completed the tenure, for which they must be
    retained, have to be disposed of off so that they
    dont become a liability for the company. The
    disposal policy and procedures are also defined
    in the records management policy.

11
Contoural Inc
  • Contoural Inc. provides up-to-date and reliable
    Records Management Consultants and Data
    Governance Consulting. Our solutions utilize
    cutting-edge technology and are price competitive
    in the market. Our team of professionals is
    trained, qualified, and experienced in data
    management. To know more about us or to get a
    consultation, get in touch with our
    representative.

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THANK YOU
  • Business Email info_at_contoural.com
  • Phone Number (650) 3900-800
  • Website www.contoural.com
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