Electronic document management projects don’t always go as planned. Mistakes in document management could compromise your company’s security and client information.
Your documents are essential in protecting the company’s liability in numerous functional areas, including auditing. Read on for five common electronic document management mistakes every business owner should know.
1. Implementing In-House Record Management
While you may want to keep all records and document management in-house when your business starts, this is not an ideal strategy as the company grows. Moving past the point where your electronic record management is no longer in-house is a critical step.
In-house storage is the least secure and the most expensive alternative for your inactive physical files, customer information, and electronic messages. Anyone can easily access these files, which is very risky for your company’s well-being.
2. Not Training Your Team
Untrained employees are among the most common cyber threats in the corporate world. It’s easy for your employees to expose your documents and confidential company data to hackers if they are not trained. To maximize your company’s protection, ensure you schedule regular training for all employees.
You will need data protection experts to conduct the training and ensure that all employees know the best cybersecurity practices. Your employees should also go through a managed test after the training to evaluate their cybersecurity and data protection skills.
3. Forgetting to Index Your Files
Piling up your files and documents in shelves and folders without indexing is a mistake that most companies are making today. Indexing files means labeling and categorizing them based on the names in files, departments, and content for easier access.
Poor file management will make your office look messy and increase the amount of time it takes you to find one file. Labeling and categorizing files will help you avoid giving every employee access to files they don’t need.
4. Not Having a Data Backup
Does your company have a backup for all your data and files? While an in-house data storage system may work at the beginning, it may become risky with time. You can use a digital storage system such as cloud-based storage to keep your data safe.
There are many benefits of cloud storage. Some of these benefits include unlimited space and reliability. A data backup allows you to retrieve the information in case it’s lost.
5. Poor Data Transfer Methods
Proper document management means protecting business data even when on transit. How do your employees transfer data from one computer to the other? In today’s era, cybercriminals are always one step ahead of corporations. Thus, you should always ensure that you use the most reliable and secure methods of data transfer.
If you need to share information many times among employees, ensure you find safe and dependable ways to access the data. You may need a solution such as Syncfusion especially if you work with PDF documents.
Ensure You Avoid the Above Electronic Document Management Mistakes
Ensure you avoid the above electronic document management mistakes to save your company money and time. Have a meeting with your document management team and find proper ways to manage your documents and keep them safe. Good document management will protect your company’s reputation and help you retain your employees.
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