RECORDAILY A business is defined as an organization or enterprising entity engaged in commercial, industrial, or professional activities. Businesses can be for-profit entities or non-profit WAYS TO SECURE THE RECORDS 5 RECORD MANAGEMENT TIPS BUSINESS RECORD MANAGEMENT SOURCES : CANVA MYR 30.00 SPECIAL EDITION RECORDS SHOULD BUSINESS KEEP RECORDAILY Get to know more about the tips here Explore more about the records Success tips for you here M A G A Z I N E 2 0 2 3 DIGITAL RECORDS MANAGEMENT
UNIVERSITI TEKNOLOGI MARA E- MAGAZINE IMR652 / BA242 E-magazine about the business records for you to ponder for Bachelor of Business Administration (Hons) Finance RECORDAILY RECORDAILY
BY ROSNANIE ROSLAN TABLE OF CONTENTS Editorial Board 04 What is business record management 05 Categories of record management 06 Purpose of record management 08 BY GRACE MUJAN NGAU Record keeping system 12 What records should a business keep 14 Digital records management 17 Ways to secure the records at your company 18 What is record retention 09 Characteristics of an effective record managemente 10 Ways to promote records management 20 BY JASMINE LENJAI ANAK MUPING Who is responsible for records management 24 5 Ways document management improves customer service 27 Lifecycle of records 28 How do we implement a record management policy? 09 How to protect records during disasters 31 What is the risk of records 20 Poor records management 25
Rosnanie Binti Roslan Jasmine Lenjai Anak Muping Grace Mujan Ngau To create your own, choose a topic that interests you. This can include articles, stories and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. E D I T O RI A L B O A R D
WHAT is Business Record Management R R e c o r d M a n a g e m e n t ecords management is the supervision and administration of digital or paper records. The processes involved in records management include their production, receiving, upkeep, usage, and disposal. A record is information that describes a commercial transaction in this context. Contracts, memoranda, paper files, electronic files, reports, emails, films, instant message logs, and database records are all examples of documentation. Physical boxes can be used to store paper records either onsite or at a storage facility. Digital documents can be kept on local or cloud storage media. A record is content that essentially describes a business transaction. Drafts, copies, and convenience copies of documents are typically not considered to be part of a record. A proposal's final response, for instance, is a record, although the proposal's draughts, comments on the draughts, and correspondence may not be. Records include personnel files, social media posts, and instant communications (therefore, records management does not just involve paper documents). PAGE3 BY ROSNANIE BINTI ROSLAN
Categories of Record Management Records relating to the agency's beginnings, evolution, pursuits, and successes. These typically fall into two groups: operational records and policy records. ADMINISTRATIVE RECORD FISCAL RECORD Fiscally valuable records are those that pertain to the financial dealings of an organization. They could include accounting records, payroll records, vouchers, and budgets. Records may need to be preserved to show how public funds were spent and to account for them for audit requirements after they have fulfilled their initial administrative purpose. HISTORICAL RECORD Records that should be permanently preserved for use as a source of information and for research are chosen and deposited in the state archives at the Connecticut State Library. These documents are kept for a variety of purposes. Archival records are used by public officials to safeguard the government, give consistency and continuity to their acts, avoid duplication of effort, and discover effective solutions to persistent problems. Additionally, records are maintained to safeguard residents' legal rights and to further general understanding and knowledge through research in a variety of sectors PAGE4 BY ROSNANIE BINTI ROSLAN SOURCE : GOOGLE SOURCE : GOOGLE SOURCE : GOOGLE
Categories of Record Management PAGE 5 BY ROSNANIE BINTI ROSLAN RESEARCH RECORDS Records used in scholarly studies and investigations. Researchers want to extend human knowledge using basic historical evidence. These records may include important information on individuals, corporate bodies including their problems and conditions, and significant historical events. Researchers may include case files and correspondence of a regulative and quasi-judicial nature, statistical and other data on economic development, population changes, and/or major movements in our society. Many of these records have informational, administrative, and archival value. ELECTRONIC RECORDS The Connecticut Uniform Electronic Transactions act (CUETA) defines an electronic record as "a record created, generated, sent, communicated, received or stored by electronic means, including, but not limited to, facsimiles, electronic mail, telexes and internet messaging" (CGS, Section 1-267). Electronic messages sent or received in the conduct of public business are public records. LEGAL RECORDS Records relating to property rights: land, probate, contracts, agreements, leases, licenses. Records relating to citizenship rights: vital statistics, such as birth, death, marriage, some legal proceedings, and criminal cases. Records relating to employment: veterans' records involving legal rights attached to employment, basic state personnel records, and, in some cases, payroll records. Records containing information required to protect the State against claims or to enforce statutes: executive orders, rules, regulations, and records to establish or support judicial opinions and interpretations. Records of legal value include those with evidence of legally enforceable rights or obligations of the State. These may include: 1. 2. 3. 4.
he objective of records management is to maintain important information close to hand for business needs and compliance audits. With the use of a straightforward spreadsheet, it is impossible for huge enterprises to keep track of every important piece of data. To keep things in order and accessible, they require a plan and accurate recordkeeping. PURPOSE OF BY ROSNANIE BINTI ROSLAN T Records management makes sure that institutional records with critical historical, financial, and legal value are found and kept, and that non-essential records are disposed of promptly in accordance with established policies and recognised legal requirements. PAGE6 For large organizations, it is impossible to track every piece of valuable information with the help of a simple spreadsheet. They need a strategy and proper recordkeeping to keep everything organized and readily available. With a records management policy, you can create a taxonomy of your records and ensure retention at any preferable time. You can use software tools, such as IT documentation software, to organize your valuable information SOURCE : GOOGLE
he term "records retention" describes the techniques and procedures used by companies to keep track of significant data for the necessary length of time for administrative, financial, legal, and historical purposes. It applies to both the preservation of paper records and electronic records like spreadsheets and word documents. Purchase orders, contract approvals, correspondence, and other events that happened within an organization are all regarded to be evidenced by records. Organizations go through the records retention process to determine which records to maintain, how long to keep them, and where to store them. This process is influenced by a variety of variables, including the information included in the records, the size of the organization, and the laws governing the retention of particular data. Legal documentation and disaster recovery are the two main reasons for records keeping. Legal paperwork is typically required for lawsuits or other legal proceedings. In the event that a company's data center is damaged or destroyed, disaster recovery is required. WHAT IS RECORD RETENTION T It is specified by the length of time (retention period) how long records must be kept before being destroyed. The nature of the business documents (records categorization), industry requirements, or business needs are some of the variables that organisations typically take into account when determining the business document retention duration. Laws and regulations define other information. PAGE7 BY ROSNANIE BINTI ROSLAN SOURCE : GOOGLE The retention period begins at a specific time depending on the type of record
PAGE8 CHARACTERISTICS OF AN EFFECTIVE RECORD MANAGEMENT BY ROSNANIE BINTI ROSLAN RELIABLE Consistently capture records that are relevant to the business activity they support, routinely develop process metadata, and have safeguards that will assure the accuracy and quality of records created, recorded, and managed. Besides, need to give quick access to records and present them in a way that makes them usable and readable. This helps to avoid unauthorised access, use, alteration, hiding, deletion, destruction, or removal of documents. And maintain and keep records for as long as necessary. SECURE To protect records from unauthorised use, alteration, deletion, or removal, allow setting up access and permission restrictions. For example, user registration and deregistration have security controls that allow logging, monitoring, and termination of access and use. The logs ought to be secured against tampering. COMPLIANT Be created and managed in accordance with all applicable legal and regulatory requirements that are relevant to the business described therein. Please be aware that the compliance of the records system should be regularly checked and evaluated. Records management is a technique for managing its creation, preservation, acquisition, and disposal. In other words, it has to do with managing crucial information about a corporation from conception through disposal. Record systems should have those following characteristics to operates effectively:
PAGE 9 CHARACTERISTICS OF AN EFFECTIVE RECORD MANAGEMENT BY ROSNANIE BINTI ROSLAN COMPREHENSIVE Create, capture and manage records and associated metadata resulting from the business activities supported by the system FIXITY Capture and preserve records as an accurate, unaltered record of the business activity or systems event it documents in a fixed point in time. Records may be captured through the process metadata which shows information on the changes made to the record, when and who changed the records. PROPER RECORDS RETENTION AND DISPOSITION IS KEY TO AN EFFECTIVE RECORDS MANAGEMENT PROGRAM. IT ENSURES THAT RECORDS ARE PRESENT WHEN NEEDED FOR LITIGATION, AUDITS, DAY-TO-DAY BUSINESS PURPOSES, OR HISTORICAL RESEARCH, BUT THAT UNNEEDED RECORDS DO NOT TAKE UP COSTLY STORAGE SPACE Records management is a technique for managing its creation, preservation, acquisition, and disposal. In other In other words, it has to do with managing crucial information about a corporation from conception through disposal. Record systems should have those following characteristics to operates effectively:
Electronic records include document files, databases, spreadsheets, electronic mail and internet documents. Electronic records need to be kept securely and at the same time, be easily accessible for retrieval. Associations will also need to have appropriate processes in place to ensure that the electronic records are backed up and recoverable in the event of a computer or system failure. There are various manual (filing cabinets) and electronic (computer-aided and online) ways to record, store and retrieve information. Each association should decide on a record-keeping system that suits its particular needs, circumstances and resources (availability of space or computers). The system should be functional, accurate, reliable and user-friendly.. be clearly titled; show authorisation; show date of authorisation; show date of review; title original copies as 'Original Copy'; and title any non-original document as 'Copy'. Associations may consider developing a simple policy for identifying documents. It is very easy for there to be suddenly two or more versions of a document and no one is sure which is the most accurate. The policy could require all official documents, minutes, reports, records, forms and orientation documents must: Electronic Records Tracking documents Record Keeping System nature of information to be stored and retrieved; security and access of files and information (particularly computer records); validity and reliability of the information collected and the system on which it is recorded; resources and training required; and length of time that the records should be kept (general legal requirement is seven years). Record-keeping systems need to consider the: 1 2 Continue reading at next page > BY GRACE MUJAN NGAU PAGE 23 SOURCE : CANVA
the purpose of the records; the type of records; how long records must be kept; and access needs. The way in which records are stored will depend on: Physical records may be stored on-site at the association’s place of business. If there is insufficient and appropriate space, records can be stored off-site by storage companies. It is essential documents are stored in safe, secure and appropriate facilities. Storage management Record Keeping System 3 Storage management 3 4 Some records may be destroyed after their legal retention period has expired (in most cases this period is seven years). Records should not be destroyed unless the association is absolutely certain that this can be done both safely and legally. An association should have a policy on storing and destroying records and no records should be destroyed without the appropriate authorisation. If the records of your association have not been destroyed, you may wish to consider passing them to the Battye Library. The Library maintains an extensive archive of the social history of Western Australia and its people and has expressed an interest in the records of defunct associations. BY GRACE MUJAN NGAU PAGE 24 SOURCE : CANVA SOURCE : CANVA
RECORDS What Should a Business Keep Keeping these records will help you: For small business owners everywhere, recordkeeping is a necessary and sometimes tricky part of making sure a business runs smoothly. Keeping clear records of income, expenses, employees, tax documents and accounts isn’t just good business. It can bring you peace of mind, help you monitor progress toward goals and save you time and money. Know how much money to invest to create your product or service Set pricing Compare budgeted amounts to actual costs Track spending Make wise decisions about purchases Prepare for tax time Access customer and employee information easily Protect your business in the event of an audit or employee issue Calculate expected profit Basic records include: Business expenses Sales records Accounts receivable Accounts payable Customer list Vendors Employee information Tax documents Invoices Purchase orders Receipts Banks statements Contracts Continue reading at next page > BY GRACE MUJAN NGAU PAGE 25
RECORDS What Should a Business Keep To start the recordkeeping process, determine a system for tracking transactions and other details. It may be online, on paper or a mixture of the two. Here are some of the most important records to include: This log should include how much you sell per day, per week and per month, including the date, type of product or service and the amount of each sale. An accounts payable log lists the money that a company owes other people or businesses. Include how much is owed, to whom, when payment is due and the date you paid it. Keeping a solid accounts payable log will prevent you from being charged for the same product or service more than once. The total amount of business expenses you have, such as rent, electricity, salaries and supplies. The log should include date, a description of each expense and the amount. A document which shows the official confirmation of an order by a buyer committing to pay the seller for the sale of a specific product or service in the future. Accounts Payable Log Sales Log Business Expenses Log Purchase Order Continue reading at next page > BY GRACE MUJAN NGAU PAGE 26
RECORDS What Should a Business Keep To start the recordkeeping process, determine a system for tracking transactions and other details. It may be online, on paper or a mixture of the two. Here are some of the most important records to include: The money that other people or businesses owe to a company for goods or services the company delivered. This log includes a list of customers who owe you money, how much they owe and when the payment is due. You can also include a list of customers who should not be provided with credit due to past failure to pay. For each record, include the date, customer name, amount, date collected and status. Sign a supply agreement with a vendor, rent a new piece of equipment or take out a business insurance policy, you should keep a copy of the contract in your records. Keeping a copy of any contracts can also help you prevent disagreements in the future. It can be smart to keep track of your customers’ information so you can advertise deals or new products. Include the customer name, products bought, phone number, email and mailing or shipping address. You should have a security plan in place to keep this sensitive information safe. Accounts Receivable Log Contract Customers List BY GRACE MUJAN NGAU PAGE 27
Digital Records Management Digital records management helps ensure that information is captured, older versions are removed and people can find the right information when they need it. It helps you understand past decisions and respond to eDiscovery requests, because you can quickly find all relevant evidence. You can also prove that any requested document that has reached the end of its records retention schedule is truly gone. In addition, ERM helps you achieve and quickly prove your compliance with internal policies and external requirements, so your organization can get back to delivering on its mission. Why do you need ERM? Electronic records management (ERM) is the management of electronic files and documents as records. The key difference between ERM and the traditional records management of physical records is the focus. ERM captures records as part of a digital business process. You are preserving the original digital records, not paper copies that pile up in boxes in storerooms or warehouses. This enables you to create efficiencies by improving automation of your business activities, providing accurate auditing and applying your records schedules reliably. BY GRACE MUJAN NGAU PAGE 28 SOURCE : CANVA SOURCE : CANVA
STEPS YOU CAN TAKE TO SECURE RECORDS AT YOUR COMPANY WAYS TO SECURE THE RECORDS AT YOUR COMPANY Lock Everything Down If you need to ensure that some records remain secure, you should lock the drawers, the cabinet, and the room. Not only are they a deterrent for an employee with prying eyes, but they can also extend the time it might take to actually break into the cabinet to take or copy files. The more hassle you put in front of a potential thief, the more likely they are to move on to an easier to obtain target—but remember that anyone who might want to obtain those records probably can. Install Fire and Security Alarms Limit Access to Your Critical Records Limiting who can access, refile, and copy company records helps eliminate human error, which could include accidentally losing records, taking records offsite, having extra copies of critical files around the office, or even corporate espionage. Make sure that all your records are handled and disposed of properly by employees that have the clearance level to read the contents of every file they handle. The smaller that number is the better. BY GRACE MUJAN NGAU Fire alarms and security alarms are vital to ensure that you can minimize the risk of a fire consuming all your records and reduce the chance of someone infiltrating your records room to obtain company secrets. If you've set up a records management program, you probably have a proper backup system in place. But it’s never too late to implement a way to protect your records in case of a fire, theft, or any other natural disaster. Continue reading at next page > PAGE 29 SOURCE : CANVA
Label All Records, Files and Cabinets Appropriately Misfiled or misplaced documents cost your company money. Whether you have to search for it or reproduce it, you have to factor in the cost of the time it takes to find or reproduce that file, along with the additional chance that information may be compromised. Make sure that all your records, folders, drawers, and file cabinets are labeled clearly and properly. By maintaining a consistent labeling system, you can increase the chance that a record will find its way back to the proper place, and reduce the chance of losing a record that could cost you everything. Conduct Regular Audits Once you have a records management system in place, you need to make sure that the system is maintained. Schedule regular audits of your critical records will help you maintain version control and reduce the chance of a data breach since you have a better chance of discovering when something valuable is missing . Destroy Your Records Securely—and Document When You Do You need to make sure to adhere to your document retention plan and take the time to properly and securely destroy your records as they pass their required retention time. Destroying (and properly documenting) all your documents helps to reduce legal liability, reduce the number of records you store onsite, and protect your critical documents from getting into the wrong hands WAYS TO SECURE THE RECORDS AT YOUR COMPANY BY GRACE MUJAN NGAU PAGE 30 SOURCE : CANVA
PROMOTE RECORDS MANAGEMENT W A Y S T O Even the smallest business needs to promote the value of records management as a way to save money and improve the bottom line. Proper records management also helps you keep control of important paperwork and data. In some cases, records management plays a critical role when you need to access documents for an audit or to determine the financial stability of your company. he first step in promoting solid records management is to prepare and share policies and procedures with your staff that explain how records management is handled your manual should include the records each person is responsible for managing. You also need to provide a method of taking inventory and determining how long a record should be retained. Other topics include storage and conversion of records to digital versions. T 1 PREPARE GUIDELINE 2 TRAINING raining sessions can help employees understand the importance of properly handling records management. Walk employees through your company’s policies and procedures so everyone understands the way to handle, store and dispose of records. Another time to train staff on the importance of records management is during seminars on disaster recovery. Since this focuses on safety issues as well as minimizing losses to your business, the training should focus on how records management is a vital concern after a major catastrophe strikes. T Continue reading at next page > BY GRACE MUJAN NGAU PAGE31
PROMOTE RECORDS MANAGEMENT W A Y S T O et aside time at each staff meeting to remind staff about specific elements of your records management policies and procedures. These short sessions serve as reminders to help employees stay on top of the subject. Turn the learning process into a fun activity by breaking your staff into small groups and giving them a quiz of one or two questions about records management. The members of the first team to get the answer right win a small prize.. S 3 STAFF MEETING 4 BRAINSTORM hether you’re developing your records management guidelines for the first time or conducting reviews to look for areas in which to improve your procedures, involve your staff. Set up brainstorming sessions to solicit their opinions on improving your company’s records management systems. Promote the session via email reminders and personal email invitations to encourage staff to participate and ensure them their opinion is valued. W 4 BY GRACE MUJAN NGAU PAGE 32
WHAT IS THE RISK OF OF RECORDS? There are many risks that come with poor records management. When records are not properly stored, they can get lost or destroyed, which will lead to the loss of important information and data. Poorly managed records also make it difficult for companies to comply with regulatory requirements and other legal obligations. 01. 05. A lack of documentation can lead to gaps in information or a misinterpretation by the next person who has to work on the file. Documentation ensures that all relevant information about a document is available for future users. It also helps people who might be unfamiliar with the file find what they need more quickly. For those tasked with searching for records or who need them in the future, it can become difficult when large numbers of records are spread across various locations. This can be frustrating and is a concern for many businesses. Creating a records management policy should be able to increase records classification and visibility to better serve your customers and employees. Records management goals and objectives are to improve documentation so that employees can complete tasks faster. LACK OF DOCUMENTATION 02. LACK OF STORAGE SPACE Storage space is limited and expensive so companies often have to choose between which files to store. If a company has to choose between an important electronic file and a paper document, they will likely opt for the electronic file because it is easier to retrieve 03. LACK OF VISIBILITY 04. LACK OF SECURITY One of the most pivotal areas of the company that is often overlooked is the issue of security. If a company does not have a way to keep its data safe and secure, it will be forced to spend more money on shredding and deleting files that are no longer being utilized. Continue reading at next page > BY GRACE MUJAN NGAU PAGE 33
WHAT IS THE RISK OF OF RECORDS? 05. 05. The high cost of storage space can be a major concern. If a company is not able to keep records secure and is not able to shred and delete files that are no longer in use, the costs will spiral out of control quickly. One of the most critical records management risks is compliance with regulations such as HIPAA or SOX. If there is a breach of these regulations, it could be disastrous for the company and its employees. The best way to avoid these risks is by following best practices when it comes to records management. HIGH COST OF STORAGE SPACE 06. LIMITED INFORMATION RETRIEVAL 07. FAILURE TO COMPLY WITH RULES AND REGULATIONS 08. ACCIDENTAL DELETION Ensuring that records are not deleted accidentally or even on purpose. This can be done by automating the process of deleting records to make sure it doesn’t happen by accident. The risk of not being able to find records when they are needed can be catastrophic. It can lead to the failure of the organization and the inability to comply with a legal mandate. When a company is unable to organize or find the information it needs, this can lead to inefficient work and wasted time. BY GRACE MUJAN NGAU PAGE 34
All Government Employees Program Managers Government Records Office Government employees have an obligation to keep complete, accurate records of their acts, which they must file or record in a systematic recordkeeping system. Except as permitted by an approved records schedule and in line with established processes for records destruction, employees at any level are not permitted to destroy government records. Program Managers are in charge of making sure that the systems required to enable recordkeeping are in place, that the particular records requirements of their program are established and understood, and that ownership for the creation and management of records is assigned. Developing policies, regulations, and procedures for recordkeeping throughout the government, such as the creation, recognition, maintenance, retention, disposal, custody, and security of documents, is their responsibility under The Archives and Recordkeeping Act. It is important to follow existing practices and procedures while organizing file systems or carrying out the requirements of records schedules and to make sure that all records management operations are recorded. Employees with Responsibility for Records Management Functions BY JASMINE LENJAI PAGE 35
Poor Records Management Records management strategies support the efficiency and productivity of businesses. Companies suffer from miscommunication and loss of data in the absence of a comprehensive, documented records management strategy. The following are the effect of poor records management. 1 When contractor documents are destroyed or difficult to get, a company's image is put at danger, which puts the business at a competitive disadvantage. Missed Deadlines and Loss of Competitive Edge 2 Loss of Corporate History & Knowledge When it comes to contractor management, companies with poor record-keeping practises frequently rely on the knowledge of key personnel. Corporate learning is lost when employees leave. 3 Workflow Inefficiencies Without proper record keeping, employees will waste too much time looking for paperwork and contractor agreements. BY JASMINE LENJAI Continue reading at next page > PAGE 36
5 Poor record-keeping is a risk to your organization.. 4 Poor Response Time When it comes to contracts, response time is critical. When unexpected events occur, having quick access to all contractor records is essential. Mishandling of Information Due to Insufficient Controls Companies that lack sufficient record-keeping systems unintentionally handle employee records improperly. 6 Lack of Regulatory Compliance It's possible for regulatory changes and deadlines to be missed as a result of poor contractor record management. Possibility of overlooked contractual obligations. 7 Inadequate Cash Flow Missed contract payment deadlines may result from improperly maintained contractor records. If the appropriate forms are not kept up with, contractor overpayment may happen. PAGE 37
5 Ways Document Management Improves Customer Service The customer will be placed on wait if the person answering the inquiry doesn't have immediate access to all the necessary information. The ability to get relevant data quickly will result in reduced waiting, quicker turnaround times, and significantly higher satisfaction among customers. A system for managing documents significantly lowers the possibility of a human mistake by gathering everything under one platform, including scanned versions of all printed papers, and aids employees in streamlining their work processes. The same files are accessible to all users due to a centralized, cloud-hosted system for document management. Therefore, there will be no more holding for individuals to manually transfer paperwork. It will be possible to minimize inefficiencies and conflicting information by gathering all corporate documents and data under one place. There are many ways to improve customer service. Let’s check them out. 01. Faster Response Times 02. Greater Cost Efficiency 03. Fewer Errors 04. Easier Collaboration 05. Enhanced Security BY JASMINE LENJAI By having a central location for all the data the business needs to operate, a contemporary system for managing documents at your disposal saves both money and time. PAGE 38
LIFECYCLE OF RECORDS C R E A T I O N Records must be produced in the best format possible and must be of the best quality possible, as well as accurate, valid, and trustworthy. D I S T R I B U T I O N A record undergoes distribution stages after it is produced or acquired. Both internal and exterior distribution a part of a record's life cycle distribution. R E S E R V A T I O N Many documents will be discarded after they have served their purpose, but some must be preserved for a long duration for administrative, financial, or legal reasons. D I S P O S I T I O N Disposition is the final stage of the records life cycle, in which records are discarded. The life cycle of an inactive document ends when its retention period expires. There is a lifecycle for every record, some longer than others. Records are made, used, and maintained for legitimate legal, financial, or administrative purposes; they are often deleted at the end of their useful lives, however, some with permanent historical worth will be kept in an archive. A R C H I V A L Records with enduring historical worth will eventually stay in an archive to order to be maintained for use and future research. BY JASMINE LENJAI PAGE 39
Document your requirements Examine the retention guidelines and regulatory compliance requirements to make sure the document management plan complies with these requirements. Identify data inputs and outputs Recognizing from which the data is taken and where it will go once it leaves your organization will assist you to organize and protect your data more effectively. How Do we Implement a Records Management Policy? To gain a better understanding of where processes could be improved, we must know how they currently manage the data. Talk to your employees BY JASMINE LENJAI Continue reading at next page > PAGE 40
Take feedback and complaints seriously Participating the employees in the procedure makes sure that their needs are fulfilled and that any needs or problems are discussed right away. Decide whether you will use paper or electronic storage, or a combination of both Consolidating disparate records systems into one centralized system can also be highly beneficial, making records much easier to manage. Create a filing system Introduce a set of guidelines that all workers must adhere to in order to keep the data accessible and usable for all. Implement it Provide workers with the equipment they need to complete their tasks. Investing in software applications, equipment, and upskilling can go a good way forward into ensure the success of the records management policy. PAGE 41
How to Protect during Disasters R E C O R D S Make Digital Copies Staff Training and Preparation Electronic archives can be used to store digital copies. Employees can scan, digitize, and convert business data into the necessary electronically, which can help save time by making it simple to locate a certain file even within thousands of files. Valuable hard copies should be kept in a secure location that is out of the reach of fire and water. By using the proper backup & storage techniques, you can secure electronic records. Create and put into action a formal emergency preparedness plan that includes countermeasures, recovery strategies, and post-incident reviews. Data retrieval, hardware, software, and the technical know-how to use it should all be included in such a strategy for disaster recovery for digital records. It greatly aids in the prevention of extreme disasters and the mitigation of their impacts. For instance, train workers on proper record handling, how to safeguard any confidential material, and how to maintain records with retention schedules. Records that have been scanned can be safely stored on any storage device or uploaded to the cloud. Work data, records, and other valuable files can be kept using cloud storage in the internet's boundless storage. BY JASMINE LENJAI Cloud-Storage Options Back up Paper and Electronic Records Disaster Recovery Plan PAGE 42
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Record keeping is important. document everything you do KEEPING r e c o r d