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.

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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.

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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.

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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.

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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.

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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.

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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