Businesses generate more records than ever before. From employee files and financial reports to contracts and customer data, the amount of information that needs to be managed grows every day.
Without proper records management practices in place, that growing volume can start to feel like an avalanche. Employees end up spending half their time searching for documents, shuffling through filing cabinets, or tracking down missing paperwork instead of focusing on their actual job duties. Every minute spent wrangling disorganized records is a minute not spent on work that moves the business forward.
This kind of inefficiency isn’t just frustrating, it’s expensive. Poor records management saps productivity, increases labor costs, and makes meeting your compliance requirements more difficult.
And if you think keeping fewer records is the answer, think again. Each state has its own retention requirements, making it difficult to determine what you need to keep, what you can discard, and when.
Proper records management can help you address these issues by helping you keep your information organized, accessible, and secure. When records are easy to find and properly maintained, employees can work more efficiently, compliance becomes easier to manage, and businesses avoid the hidden costs of poor document handling.
SecureScan has been helping businesses address their records management challenges for more than 21 years. We’ve seen firsthand how disorganized records can slow down operations, and we know what a difference the right approach can make. In this article, we’ll explain what records management is, why it’s important, and how it can help your business run more efficiently.
What is Records Management?
Records management is the process of organizing, storing, and maintaining records in a structured and efficient way. When managed properly, records stay organized, accessible, and secure, helping businesses meet privacy laws and industry regulations without the constant struggle of tracking down missing paperwork.
What Is a Records Management Policy?
In order to properly manage records, businesses need a clear plan. A records management policy is an enforceable blueprint that outlines the specifics—how records are stored, who has access to them, and when they should be securely discarded. It ensures that information is handled consistently across the business, reducing the risk of lost documents or compliance issues down the line.
In addition to keeping records more organized, a well-defined records management policy also helps businesses stay compliant with retention laws, reduces security risks, and prevents records from piling up unnecessarily. It also ensures that sensitive data is handled properly, lowering the risk of legal trouble or data breaches.
Why Is Records Management Important?
Organizing records might not seem very glamorous, but it has a huge impact on how a business operates. When information is easy to find, employees can do their jobs more efficiently instead of wasting time searching through filing cabinets or cluttered folders. Decisions are made faster, customer service is better, and everyday tasks are much easier.
Proper records management also helps businesses avoid unnecessary costs. Lost paperwork, misplaced invoices, or missing contracts can lead to expensive mistakes. Without a clear policy in place, businesses will end up wasting time and money fixing problems that could have easily been prevented.
At the end of the day, records management is about control. It allows businesses to stay ahead of their information instead of constantly reacting to problems caused by their own disorganization. With the right system in place, businesses can focus on doing what they do best, rather than getting bogged down by mismanaged records.
Why Do Businesses Struggle with Record Keeping?
Keeping records organized might sound simple, but all it takes is a single mistake for things to get out of hand. With everything else a business has to worry about, recordkeeping often takes a backseat, until a missing document or compliance issue turns it into an urgent problem.
For many businesses, the challenge comes down to time and resources. Creating a structured system requires planning, staff training, and ongoing oversight, which can feel like a luxury when more pressing issues demand your attention. Without a clear plan in place, filing cabinets overflow, digital folders become a mess, and critical documents slip through the cracks.
Even when businesses try to stay on top of their records, small oversights can add up. A mislabeled folder, a misplaced invoice, or an outdated retention schedule might not seem like a big deal at first, but over time, these small gaps can snowball into lost records, compliance risks, or expensive mistakes.
If your business has struggled with record-keeping, you’re not alone. Many companies face the same challenges, and it’s not a reflection of poor management, it’s just the reality of handling an ever-growing amount of information. The good news is that with the right strategy, these issues can be solved, and managing records can become far more manageable.
What Are the Risks of Poor Records Management?
When records aren’t properly managed, problems pile up quickly. Lost documents, security risks, and compliance issues can create unnecessary stress and financial strain. Here are some of the most common risks businesses face when record-keeping isn’t a priority:
Damaged Reputation
Mishandling sensitive data can lead to data breaches, theft, or misuse of personal information. When customer trust is broken, it can be difficult to repair your reputation or recover lost business relationships.
Wasted Time and Lower Productivity
Disorganized records slow everything down. Employees end up sifting through filing cabinets, stacks of paperwork, or poorly labeled digital folders just to find what they need. When information isn’t easily accessible, tasks take longer, frustration builds, and overall productivity suffers.
Loss of Critical Data
Poorly organized systems increase the risk of losing irreplaceable information. Missing contracts, invoices, or compliance records can have serious financial and operational consequences—especially if the loss goes unnoticed until it’s too late.
Financial Losses
Disorganized records can lead to missed payments, billing errors, and costly delays. Businesses may also face unexpected expenses when trying to recover lost documents or correct errors caused by poor record-keeping. Over time, these financial setbacks can add up and impact profitability.
Missed Deadlines and Lost Opportunities
Failing to renew contracts or make timely payments can damage relationships with vendors and partners. Missed deadlines can also cause businesses to lose out on growth opportunities, creating setbacks that are hard to recover from.
Cluttered and Inefficient Workspaces
Stacks of paper and overflowing filing cabinets take up valuable space, making offices feel chaotic and disorganized. Without an organized approach, businesses often end up spending more than necessary just to store outdated or unnecessary records.
Legal and Compliance Risks
Regulatory non-compliance can result in hefty fines, lawsuits, and legal fees. Industries that handle sensitive information, like healthcare and finance, are especially vulnerable to penalties when record-keeping doesn’t meet legal standards.
Best Practices for Managing Company Records
Improving records management doesn’t have to be complicated. Here are a few practical steps businesses can take to keep their records organized and secure:
Train Your Employees
Make sure employees understand what counts as an important record and how it should be handled. It’s easy for bad habits to form when expectations aren’t clear. Training sessions and regular reminders can help your team stay on track and keep records organized.
Limit Access to Sensitive Information
Restrict access to confidential records to only those who need it. This reduces the risk of data breaches, accidental disclosures, and unauthorized access. Putting controls in place makes it easier to protect sensitive information.
Go Paperless
Outdated paper processes can slow businesses down and leave records vulnerable to damage or loss. Scanning documents as they come in—also called day-forward scanning—creates an efficient, digital workflow. Electronic storage improves data security, makes it easier to find information, and helps businesses stay organized.
Establish Clear Retention Rules
Set company-wide guidelines for how long records need to be kept and when they can be destroyed or recycled. Following clear rules ensures compliance with retention requirements and keeps records from piling up unnecessarily.
Destroy Unneeded Documents
When documents are no longer needed, make sure they’re properly destroyed to prevent sensitive data from falling into the wrong hands. Set clear policies for what should be destroyed, when it should happen, and how it should be done. If you’re unsure about proper disposal methods, a professional shredding service can help.
How to Implement a Records Management Policy
A solid records management policy starts with careful planning and attention to detail. Here’s how to put one in place:
1. Document Your Requirements
Review retention guidelines and regulatory compliance rules to make sure your plan checks all the boxes. Knowing what’s required upfront helps you avoid compliance issues later.
2. Map Your Data Flow
Figure out where your data comes from and where it goes. Understanding these inputs and outputs will make it easier to organize and secure your information.
3. Get Employee Input
Talk to your employees about how they currently manage data and where they run into challenges. Their feedback can highlight areas that need improvement and help you create a plan that works for everyone.
4. Address Concerns Early
Take employee feedback seriously and resolve any issues during the planning stage. Involving your team early on makes it easier to gain buy-in and ensures the process meets their needs.
5. Decide on Storage Formats
Determine whether you’ll use paper storage, electronic storage, or a combination of both. Consolidating scattered systems into one centralized solution can simplify organization and improve efficiency.
6. Create a Filing System
Organization is the backbone of good records management. Establish clear filing rules that all employees follow to keep data accessible, secure, and easy to use.
7. Provide the Right Tools
A records management plan is only as good as its implementation. Make sure your employees have the software, hardware, and training they need to stick to the plan.
8. Maintain Your System
Once your plan is in place, regular maintenance is key. Review your files, correct any issues, and keep the system up to date. Don’t forget to train new hires so everyone stays on the same page.
9. Put It in Writing
Document your records management practices to keep your team informed and accountable. Having everything spelled out in writing ensures consistency and helps enforce the plan.
Need Help With Records Management?
Putting a records management policy in place can feel overwhelming, especially if you’re dealing with years of paper records or outdated systems. That’s where SecureScan comes in.
We offer high-volume scanning and shredding services to help you organize and secure your records quickly and affordably. Whether you need to digitize your documents, set up new processes, or securely dispose of old files, we’ve got you covered.
Contact us today for a free quote and find out how we can make managing your records easier.