If you have documents in your possession that have met these regulations, then they will require secure destruction.
Once you have set up a secure records management process, whether that is traditional or digital, it is then time to review your documents and ensure you have met GDPR guidelines and data retention periods. The Steps Following Secure Records Management This type of document storage also allows for collaborative working as employees can track, share, and amend documents quickly and effectively.ĭocument management is also a great security option for businesses as you do not have to invest in traditional storage methods for your documents, files, images, etc., and this also makes document management systems cost-effective. Utilising a document management system has several benefits, such as saving space in the office and allowing remote employees to have access to any documents and files at any time. Paper documents can also be added to document management systems by scanning them in, creating a digital copy that can be both physically and digitally stored away.
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However, as more organisations are working remotely or in a hybrid working model, digital document storage is being used more and more frequently and a document management system can help with this.Ī document management system is a computer system or software that digitally stores your files and documents. Securely and carefully archiving your documents using traditional methods such as a filing cabinet or safety box is a long-running practice for many businesses. Investing in a trustworthy cloud service will assist in making sure your records management is secure and safe. Uploading everything online might seem daunting and without a secure network or cloud service, your archived documents could be left open to cyberattacks which could impact your brand loyalty and reputation. However, going digital is not for everyone. Online document storage also allows remote access to documents, as well as save space within the office. This type of document filing is fantastic for saving space as it limits the need for paper file storage. Businesses with large document volumes will often opt for off-site document storage.
If on-site storage is not an option for your business, then you could pay for an off-site secure storage facility. Knowing what documents are archived, and where, will assist this potential problem. However, organisation is still vital with this method because additional security is needed to ensure your documents are safe on an ongoing basis. It is a good approach for smaller businesses that may need minimal records management. On-site document storage comes with some measures to follow such as ensuring you invest in appropriate equipment that is secure this could include a fire-proof safe or a lockable filing cabinet.
This method of document filing utilises an on-site filing cabinet or safe. Types of Document Storage Traditional Storage And it is important to choose the best option for your business that will ensure the most security and organisation. There are many different options for document storage depending on the types and amount of documents your business is producing. Without it, your confidential information could fall into the wrong hands and result in a data breach. Secure document storage and records management is essential for ensuring data security. Whether your business is back in the office full-time or working to a hybrid model, a cluttered desk is still a security risk.
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