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The all-to-popular office practice of scanning and saving a document to a hard drive without a system of tracking and retrieval is little more than the electronic version of boxing paper and stacking it in a closet. Even though once the scan and save is complete, one may feel satisfied that an effective backup is done, that feeling is a false sense of security with potentially disastrous results.
This brings to mind the consequences of scanning and saving without a tracking and retrieval system experienced by a Little Rock customer. They were scanning and storing their records on several hard drives in their network. A staff member attempted to load some new software into their systems and in so doing accidentally deleted more than 400,000 documents. The IT manager wasn’t told what the content was on the drives and by the time they caught the error, it was no longer feasible to recover the lost information from their backups.
That’s a shame, and is preventable, because most businesses and professional practices today have the hardware technology in place to implement effective records management, but they are not taking full advantage of what they have.
Moving from the electronic closet to effective records management is a five step process. You should implement this functionality:
There are a lot of upsides to this procedure and no downsides that I know of:
The good news is, you do not have to figure out how to do all this on-your-own. We provide software, training, and support to effectively streamline records management for virtually any operation. With effective records management, the ultimate benefit is you free up staff time and company resources to do more of what you do best.