Why Records Management is Still Important in the Digital Age

Posted on November 6, 2015

Advances in technology have changed the way in which records are created, used, and stored. The Cloud, for example, is an increasingly popular choice that more and more businesses are embracing to store their data. And why not? It’s quick, cost effective, and easily accessible. You just upload everything and you’re done.

But hold on a moment. Did you know that the majority of companies that use public clouds don’t have a handle on what information they are storing in the cloud, according to The Wall Street Journal’s “Risk &Compliance Journal”? Businesses are lumping all their records and documents together in one location, without organizing them—basically using the cloud as a digital “to be filed” basket.

Mistaking Records Storage for Records Management

We all do it. Whether it is in your home or office, if there is an empty space, it is an easy bet that we are going to fill it up with stuff. Cloud storage is no exception. Simply upload your files and presto—out of sight, out of mind! It is all fine and dandy until you start running into serious records management problems.

No matter where you store you information—the cloud, offsite with a records management company, or a under your mattress—your responsibilities for records management remain the same. The specifics of your business obligations will probably differ depending of the kind of company you’re in, but they all essentially boil down to the 3 main groups:

  1. Protecting and preserving your business records

Business owners can put themselves at serious risk whenit comes to compliance.  Getting rid of information without the proper disposition guidelines can drop you and your client in some hot water with a number of regulatory bodies. A well-organized records management solution will allow you to safeguard the interests of stakeholders inside and outside of the organization.

  1. Generating an audit trail for your documents

Want to be able to easily track your company’s records? Businesses that have a solid records management system in place will beable to find out who handled which documents when, making it simple to view a record’s lifecycle.

  1. Creating dependable records retrieval and recovery ability

Information is at the centre of any business. And if you can’t access your data when you need it, it doesn’t matter where you store it. With a secure management system, you will be able to reliably retrieve your records, whether it’s for regular day-to-day operations or in a disaster recovery situation.

How an organization manages their information and its business records can have a direct impact on its ability to compete, comply with regulations, and recover from disaster.

Why struggle with records management when you don’t have to? BCRMS delivers a fully integrated records storage and management solution for all your business needs.

For the most comprehensive records management services at affordable prices, contact us today!