Simply put, yes, yes, and YES! Records management might seem more like something a larger company should be concerned about, but even small to mid-sized businesses need to take caution in making sure their records are safe and organized.
Records management for small businesses can range in price and available services, but, if you find a reputable records management company, they can likely give you a customized quote based on the needs and budget of a small business or office. Here are some things to consider first and why records management is so important for all businesses.
Physical or paperless?
Record keeping has seen many changes throughout the years and now businesses have the option of going paperless. The term “paperless” is misleading though, because paperless offices will likely still have important physical documents that need to be stored and retained for a certain period of time, some for the life of the business. For what is paperless (i.e.- hard drives, media tapes, etc.), a records management company can keep your digital information safe and secure.
While physical record keeping will likely always be necessary, record keeping without organization can lead to wasted time and money. This is where a reputable records management company can really do wonders for your small (or large!) business.
Organization and archiving
It might sound a little cheesy, but; an organized office is a happy office. There is less frustration and stress because everything is where it needs to be and can be found easily--a records management system does just that, even for a smaller business.
Businesses who cannot rely on dozens of employees to keep them organized need to rely on a system that can keep them constantly updated and archive their important records and information. Sometimes, smaller businesses have a bad habit of archiving and saving everything. While a good precaution, this can turn chaotic.
A records management company can help any business make sure all important documents are properly archived and organized and that unnecessary documents are shredded at the end of their retention time. And all this can be done on just about any budget.
Protection and prevention
An added benefit of having a records management company is that your documents likely be better protected from naturally occurring disasters, security compromises, and other bad scenarios. A records management company can help protect records from:
- Fire, flood, earthquake, or other natural disasters at your office location
- Physical Security breaches
- Security breaches from an online attack
Even small businesses are liable for the damage that can be done from disaster and security breaches. Every company, whether it is three employees or three thousand, needs to take steps to ensure all information secure and protected.
All in all, records management isn't just for the big guys in business. Smaller businesses can benefit from companies like Safeguard Records Management because of the specialization it affords to them.
Here's a recap:
- Implementing records management means small businesses will save money in the long run.
- Everything will be properly archived and easily accessible, saving time and money.
- Offsite services can protect and organize your records, letting you manage your business hassle-free.
- More work can be done in the time saved and there will be better efficiency in day-to-day tasks.
Don't fall behind simply because of improper record keeping. All types of businesses benefit from properly managed records and having it done properly by professionals, no matter how large or small.
Consider it a requirement for all businesses to run smoothly and provide the best service they can to their customers without worrying about their files being where it they need to be. That only reflects poorly on the business, and no business should look unprofessional because of something that can be simply (and cheaply) fixed.