Managing Your Businesses’s Documents
- Author Louis Tait
- Published January 4, 2011
- Word count 426
Despite the fact that an increasing amount of information is being stored digitally, the number of paper documents being used by companies doubled between 2005 and 2010. However, precisely due to the advent of the digital age, many firms are forgetting how to manage important physical records securely and efficiently.
Needless to say, it is incredibly important that companies consider the whole lifecycle of paper documentation. A key source of identity theft and fraud is the mismanagement of documents. Criminals have no qualms about searching through rubbish and recycling bins and, due to the large amount of paper waste they generate, companies are a major target.
The first thing to consider when examining the way in which your office manages its important paper documents is how to judge whether a document is a potential security risk? Obviously, this varies depending on the function and operation of your organisation. Generally, though, the documents that can be thought of as important are those that mention employee, customer or client information; those that contain business details; all legal papers and documentation and anything containing bank details.
Once you have identified important paper documents, the next step in managing these files is to ensure that they are stored correctly. Those documents that are high-risk could be kept off-site, to protect against acts of god. Storing important files at a secure location such as this is the safest way to manage paper documents that you cannot destroy.
Another option is storing documents on-site in a secure unit. Although today most files are backed up electronically, there may still be documents that you cannot backup. If this is the case it is essential that any storage facility you have at your office must be both secure and water and fireproof. Paper documents that can be electronically backed up must be encrypted.
Another key stage in document or record management concerns the disposal of files that are no longer required by a company. It’s important to note that many businesses which regularly handle sensitive information are legally required to safely dispose of confidential files.
However, even if it’s not a legal requirement it’s important to properly dispose of paper documents. Rather than trust office based shredders, which can produce shredded documents that experiences thieves can reconstruct, large businesses should appoint a specialist company who can destroy the documents and prepare them for recycling.
If you follow this guidance and manage important paper documents safely then you should avoid the problems of identity theft and fraud and ensure the security of your business.
To read more about the ways of dealing with your business’s confidential information, visit CubeRMS.com
Article source: https://articlebiz.comRate article
Article comments
There are no posted comments.
Related articles
- Why Is Interior Painting so Expensive?
- How Can Home Insulation Reduce Energy Bills?
- 5 Profitable Tech Niche Markets for Online Profitability
- Overcoming Bidding Wars to Win-Win Agreements in Real Estate Negotiations
- Essential Considerations for Effective Garage Door Repair: Insights from Kiki Garage Door
- Securing Your Home with Expertise: Believe in Kiki Garage Door for First-Rate Garage Door Fixing in Mercer Island.
- Unleashing the Power of Hashtag Generator YouTube
- How to Start A Online Business?
- The Dark Side of Smart Machines: When AIs Turn Against Us
- A Step-by-Step Guide to Installing a Container Shelter
- A Complete Roadmap to End of Lease Cleaning: An A-Z Guide
- The Psychology of Wardrobe Organization: Reducing Stress and Enhancing Daily Routines
- Top-Rated Painting Contractor Lincoln, NE - Quality Workmanship
- Russell Brunson’s Secrets of Success Review: Unlocking Affiliate Opportunities
- Luxury Property Refurbishment in London: Creating Opulent Spaces
- Navigating the Kansas City Real Estate Market: Your Comprehensive Guide to a Successful Home Sale
- Enhancing Quality of Life: Non-Emergency Wheelchair Bound Transportation for Dialysis Patients in Houston, Texas
- Efficiency Starts with Cleanliness: Streamline Your Operations with Auckland's Top Cleaning Services
- Investors Drop Box vs. Traditional MLS Listings: The Future of Real Estate Investing
- Hire Shopify Store Manager Online Services with www.shopifystoremanager.com
- Work From Home Opportunities
- Understanding Free Inspection and Estimate from a Roofing Company
- Roadmap to Riches Review
- "Man and Van vs. Traditional Movers: Choosing the Best Moving Service in Manchester"
- Impact of fashion: Embracing Natural Beauty in World Fashion's 2023 Trends
- How to Choose the Perfect Home-Based Business for You
- How to grow your Social Media profiles
- Navigating business in a high-growth emerging market
- Knowledge, Innovation & Digitalization in a Global World
- How to Build Long-Lasting Concrete Garden Beds with Ease Using BedBlock Concrete Mold