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Feb 2023 - RMS_ 4 Biggest Challenges In Records Management & How To Overcome Them

Records management is often considered a daunting task for organisations, corporations or companies wishing to store, manage and protect records and documents for a long period of time. Some of the most prominent challenges in records management are regulatory compliance, information overload and lack of a records preservation plan. Keep reading to find out more about these difficulties and how to overcome them.

 

1. Data Accuracy and Integrity

Data accuracy is a key aspect that shouldn’t be overlooked, as it can influence business growth and development through its impact on the decision-making processes of an organisation. With a lack of accurate data, businesses may find it difficult to make informed decisions, or even, to capitalise and take advantage of the information. Additionally, by ensuring that all data is accurately stored, recorded, analysed, shared, retrieved etc., the integrity of records and documents will also be maintained. A way of ensuring this is the use of AI. With AI, businesses have a precise and trustworthy data management system, which can automate the production, validation, and deletion of records. AI’s job is to ensure that data is stored accurately, safely, and with integrity.

 

2. Regulatory Compliance

For businesses, the compliance procedure entails a lot of time-consuming, tiresome work. In order to comply with the law and protect itself in the long run, a company can adopt some simple approaches to streamline the process, such as setting records management goals and objectives to meet.  Reviewing these periodically means the process can easily be adjusted as and when necessary.

 

3. Data Overload 

The more digitised our world becomes, the more information and data that we have to manage. This is why many organisations have difficulties in controlling the amount of data that they should keep and lack the time to do so effectively. 

To resolve this dilemma, identify what is the information your company really must retain, where the data is coming from, and what is its purpose. Once these key factors are figured out, your business can implement a new data management process or alter the existing one. 

 

4. Data Loss

Accidents can happen, and it’s extremely important to prepare for a data loss event – just in case. One prevention method is to have backup copies of documents. These backups are best stored at an offsite secure document storage facility with climate-control and fire system facilities. At Cube Records Management, we provide a professional records management service with ultimate care, security and privacy with climate-controlled storage units, temperature and humidity controlled storage environments, smoke detectors, 24/7 CCTV, access controlled entrance gates, and perimeter fencing. Please contact or call Cube Records Management on 0800 027 2668 for all your records and document storage needs. 

 

Records management should be the life and blood of any company. By addressing the challenges of your organisation, adjusting or implementing new procedures, your business will be able to effectively prevent the loss of time, money and resources in the long run.  

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