Why Are Physical Records Difficult to Manage?
By Norhan Gamal – Technical Content Creation Team
07/07/2024
When speaking about the future of records management, electronic records tend to be the focus. Everything from automated document lifecycle workflows to implementing best practices for managing email. However, many organizations still work with a huge number of physical records.
So, it has become essential to find a good record management solution which can be easily implemented, cost-effective and helps you organize large volumes of physical records in a systematic and secure manner.
Don't let your physical records rule your office!
Today, we use a wide array of formats such as paper, electronic files, and emails which has made managing records more complicated. Like most businesses, you create tens of thousands of documents each year. Although they are necessary, these documents will quickly pile up. With limited office space and the inability to destroy these documents, managing them all can be a struggle.
Why is Physical Records Management Important?
Effective physical records management is critical for reducing clutter, ensuring regulatory compliance, and maximizing efficiency. Physical records are hard-copy records containing personal, business, or public information. Many businesses continue to rely on physical records to meet their commercial and administrative purposes and comply with legal obligations. Many issues exist in physical records management, such as managing paper records, a lack of visibility, manual methods to keep data compliant, and lost or missing paper documents. You can avoid these problems by implementing a streamlined records management system.
Provide centralized management of physical records alongside electronic records in a single system.
Simplifying compliance efforts, making sure records are secured, organized, discoverable and destroyed at the needed time.
Empowering employees to focus on work that moves the company forward, not retention requirements or repeated process.
Enforce uniform retention policies across both physical storage facilities and electronic repositories.
Before digital records, most records were physical. As the world becomes increasingly digital, it’s easy to forget about the importance of physical records management. Despite the advancements in technology, physical records are still widely used in many industries and organizations.
How can we help you?
There are many benefits of managing digital and physical records together, including a reduction in cost, increasing productivity, and improving discovery. Let’s go through the main features of our Physical Records Management Product.
- Note Management, helping users while uploading, downloading, and managing notes of their work process.
- Rapidly discover and locate physical record information according to its relationship with the electronic content.
- Increase accountability by tracking the chain of custody and work process through an auditable and visible access history.
- Enabling records managers to focus on the overall process due to increased visibility, based evaluation and efficient process.
To Sum It Up
Despite the new developments and technologies being explored every day, many companies and organizations still rely on human resources only to manage and organize documents and physical records, which leads to various risk scenarios.
With convenient, simple-to-use features, users will be able to manage their physical items in a way that increases leverage of corporate information for decision-making and enhances discovery through integration and consistent application of retention policies Also costs will be reduced by eliminating standalone system infrastructure and decreasing physical storage space requirements through accurate and timely destruction of physical records.
For years, DigiNation has been helping government agencies and small-to-medium-sized companies across the country to simplify their digitization, workflow automation, and records management. Want to find out more about the physical records features, and how these features can benefit your organization? Explore our physical records page, contact us with questions or ask for a free demo.
References:
https://www.securus.co.in/blog-detail/why-is-physical-records-management-important-today
Physical Records Management Best Practices