For the Record

The Importance of Managing your Physical Records

Managing your physical records

Have you spent hours searching for records, only to find that they aren’t where they are supposed to be? Companies that track their physical records manually often say they feel like they are working in the “dark ages,” relying on old spreadsheets and software tools that are no longer up to the job. 

Hunting for records without the tools you need is frustrating and inefficient. Over time, failing to destroy records you no longer need results in unnecessary storage costs. In highly regulated industries, the consequences can also include regulatory violations, fines and reputational damage to your business.

For many, the transition to more “paperless” ways of working has actually created an opportunity to reevaluate how records are managed. A modern records management system should allow you to manage physical records alongside electronic information — so you can take a more unified approach to information management.

The benefits of a more proactive approach:

  • Gain visibility across all repositories (including your records center)
  • Reduce time spent retrieving records and improve staff productivity
  • Track where records are and where they have been
  • Ensure regulatory compliance and reduce legal risks
  • Retain records only for as long as needed
  • Destroy records with confidence
  • Control storage costs
  • Reduce time spent in regulatory audits
  • Secure access to confidential files
  • Keep physical records in line with electronic records management