3 PAIN POINTS IN MANAGING PHYSICAL RECORDS
For most of us, dealing with paper documents can be a chore.
The issue usually begins with locating the required documents and then ensuring that the document you were able to locate is the most current and up-to-date version. If you require a printed document, you may have a larger issue. What if the document is stored off-site and you need it right away? Scan2Archive can assist all Brisbaned based organisations to ensure these issues are not going to affect the business operations and efficiencies.
Let’s look at some of the most typical issues that are common with document management.
1. QUALITY DEGRADATION
On the surface, managing your documents looks to be a simple task: you find a spot in your workplace and arrange your documents. Easy, right? However, it can seem a more daunting task to take in effectively the archiving of your documents.
When you keep a substantial back file of physical records at an office, you’re taking a major risk against physical deterioration. Hard copies permanently stored in boxes, filing cabinets, or office compactus are usually prone to insect attacks and dust accumulation. The more paper files that are stacked inside a dark-lit room and given the unstable weather conditions in Brisbane, the more prone these documents are to degradation.
Microfilm for example, has its difficulties with record preservation and it is not the easiest medium to work with. Microfilm must be stored properly in a stable, cold, and dry environment with little light exposure. If not maintained properly, it can degrade and redox, develop vinegar syndrome and even come apart, therefore making it unretrievable.
When businesses are unable to salvage their degrading papers in time, they must accept the reality that their data will be lost forever. This data loss may very well be detrimental to the business in terms of money, time, and liability.
2. FILE MISPLACEMENT AND DATA LOSS
As mentioned, tangible documents require a great deal of handling. People are prone to making mistakes, and because people handle the records, this might lead to more problems.
When many staff members have access to your records, there’s a danger they’ll misplace or misfile them. The worst-case situation is that someone disposes, shreds, throws away, or just loses your vital documents by accident. As this information is the lifeblood of many organisations, this could be problematic for any Brisbane based business.
What will you do if one of these scenarios happens to you? Do you keep backups of your files? Understanding the worst-case scenario might help you decide if you’re ready for a lost document(s) and what you and your team will do if it happens.
3. RECORD RETRIEVAL AND VERSION CONTROL
As a Brisbane based business you may have several competing tasks at hand. However, if you receive a record request from a customer, colleague, or your manager, you must stop what you’re doing to locate the required document, scan or make a photocopy of it, and then deliver it to the person or team who have requested it.
Making sure you have the right version of the requested document can also be frustrating. It is normal for professionals to be unsure if they are working with the proper version of a document.
Yet, it is all very time-consuming and labor-intensive. The cost of lost time and productivity to any business is high, and the fact is that there are more effective document management solutions that could be implemented.
DOCUMENT SCANNING SOLUTION
If you’re looking for a reliable Brisbane-based partner to develop a document scanning solution for you and avoid the mismanagement of your records speak to Scan2Archive today. Our team of experts are ready to learn more about your company’s specific needs and develop a customised project plan for you.
With over 38 years experience and working with companies in Brisbane to ensure their document scanning needs are exceeded and best practice is in place for their future success.
Contact us now to learn how you can scan and implement your own document management strategy!
