Compliance is key in just about every element of just about every business. But what happens when it comes to records? You don't use these documents every day, yet they still need oversight and protection--and that's where a records compliance plan comes in. Here's how document management can help.
Starting With Document Management
Although your mind might automatically jump to cybersecurity solutions as a form of compliance, the truth is that your document organization and communication habits matter just as much. That's why document management is one of the best ways to ensure your company is following all the rules.
Document management helps support compliance at every step of the document lifecycle, including:
- Creation: Keep track of who created a document and when.
- Sharing: Share files quickly and securely with solutions such as encryption an user authentication.
- Editing: Version control helps ensure you're always using the most up-to-date version of a piece, while edits and comments can be tracked and shared in seconds.
- Storage: Store documents depending on how often they'll need to be used and organize them by keyword, author, date, and more.
Steps for a Records Compliance Plan
Once document management is up and running, it's time to establish your long-term records compliance plan. Follow these steps to get started:
#1: Review
Go through your company's documents and compare them to updated compliance regulations. What needs to be stored and what could be shredded to improve efficiency and security?
#2: Organize
Choose an organizational technique that works for your business. For example, you'll need processes for deciding which records go into long-term storage and how they're secured once they get there.
#3: Store
When you're happy with your structure, put everything in its new place. If you make this into an ongoing habit, you won't have to reorganize again later--and you'll reduce the risk of compliance-related fines and penalties.
In conclusion, document management is the key to simplified, streamlined records management and compliance.
Want to see for yourself? Contact us today to get started with document management!