Avoid 5 Common Document Management Mistakes
Every business, whether small or big, must manage and maintain its confidential documents like employees’ income receipts, clients personal data, financial statements and tax records.
This not only makes your workspace look neat and tidy but also safeguards your business from negative consequences like identity theft.
However, some businesses make the mistake while managing important records that can affect their personal and professional life for many years to come.
Have a look at the most common document management mistakes and tips to avoid them:
1. Keeping documents for a longer time
Holding on to old records like business contracts, tax papers and employee data that have completed their retention period is one of the common mistakes most companies make.
These documents contain highly sensitive information. Any criminal can steal and access your personal details, making you vulnerable to identity crimes.
Not only that!
It can tarnish your reputation and may expose you to legal risks.
So, the best solution is to shred your personal and business documents once they have served the purpose.
2. Storing important records at home
In-house document storage and management is not a smart move. There is a risk that someone can access your private data and make the wrong use of it.
Moreover, the records kept at home are always vulnerable to theft and natural disasters.
So, it’s advisable to keep your confidential documents in a secure pallet storage system.
3. Not going digital
Nothing can be more disappointing than finding all your sensitive paperwork chewed by rats.
We live in a digital world. Keeping paper records doesn’t make sense.
If not managed properly, fire, earthquake, flood, and other natural disasters can destroy your confidential information.
Also, they may get exposed to mould and pests.
So, it’s best to scan and make digital copies of all paper records and later shred hard copies in the safest way possible.
4. Wrong paper shredding practices
Paper shredding is an important part of document management. It is the cheapest and most secure way to dispose of sensitive records.
However, many businesses make blunders while shredding papers that can prove to be very damaging for your life.
Some common document destruction mistakes are:
Using an office shredder
Not recycling paper junk
Throwing shredded paper in the trash
Your paper waste can be valuable for anyone who wants to harm your reputation.
So, it’s advisable to hire secure document destruction services in Perth that destroys your papers in compliance with all state laws and regulations.
5. Not following the current laws
Many businesses make the mistake of not complying with document storage and management policies.
But this can make you vulnerable to legal consequences set out by the government.
For instance, in case a data breach occurs, you may have to pay between $525,000 to $2.1 million for a body corporate.
In the end…
Even the slightest error can land you in trouble and you may have to pay hefty penalties.
So, make sure to avoid above mentioned document management mistakes to safeguard yourself from all adverse effects.