The Benefits of a Records Management System

by Bryan Finlayson

Most people don't do something unless there is a benefit or consequence in their doing or not doing it. This universal truth applies to just about anything people do, including records management.

It is sometimes easy to forget, but records management is a critical component in any organization. Without solid records management practices, organizations would lose control of their information and fail to function properly. Just think about the last time you couldn't find a document you needed at work and how much frustration and confusion that caused.

How records management programs are implemented vary depending on the organization. Records management programs at public institutions are shaped by state and federal laws that govern retention and disposition of public documents. Private businesses are generally freer to create their own rules. But wherever you are and no matter what the program is, one thing is universal: For a records management program to succeed, it must come from the top.

That's right. Upper-level management must recognize the importance of, buy into, and support records management efforts. For a records management program to succeed organization-wide, management must embrace solid information management practices. These practices are grounded in an understanding of the laws pertaining to their industry and the culture and philosophy of their business, and they should be communicated to all employees.

But what's in it for the employee if he or she manages records according to an organization's records management program? The answer is clear: A more productive workplace, easier access to information, easier decision-making, and freedom from the guilt associated with misplacing mission-critical documents.

FileBank understands the importance of a sound records management program. Our records management solutions are proven to lower costs, raise productivity, improve morale, and ensure regulatory compliance. For instance, our Jump to Digital solution covers all the critical components of an effective records management program, providing you with easy access to current records, a safe place to store legacy documents, a system to organize your physical and digital documents, and scanning for your files. All for $299 per month.

So, if you want to start managing your information effectively, give us a call. Your employees and stakeholders will thank you for it.