Document management can be a challenge for any business. There are so many things to consider, from organizing your documents to making sure they’re accessible when you need them. Unfortunately, many businesses make common mistakes that can impact their document management process. In this blog post, we’ll show you nine of the most common mistakes businesses make. By avoiding these mistakes, you’ll be able to streamline your document management process and improve your productivity!
Not Using A Secure Storage Method
One of the most common document management mistakes is not using a secure storage method. This means that documents are left unsecured, which can leave them vulnerable to theft and tampering. To avoid this mistake, make sure you have a secure document storage system in place. This can include document shredding or digital document management systems.
Failing to Track Changes
Another common document management mistake is failing to track changes made to your documents. Whether it’s an employee making edits or an unauthorized third party, it’s important to know who has accessed your documents and when they’ve done so. By tracking document changes, you’ll always have an accurate record of what has transpired with your files.
Not Archiving Documents
Leaving your documents unarchived after a certain period of time is another mistake. There may be some documents you no longer need to access regularly but which still need to be stored for future reference. By archiving these documents, you’ll have more space in your document storage system and will always know where important files are located.
Not Using A Secure Shredding Service
Every company has documents that they need to get rid of, but if you just throw them away, you open yourself up to document theft and document tampering. To avoid this mistake, make sure you use a reliable document shredding service instead of just throwing important documents in the trash.
These services are done by professionals who can quickly and securely shred your documents, protecting you from document theft. Whether you need to destroy old financial records or sensitive customer information, a document shredding service will help keep your business secure. Giving you the peace of mind you need to focus on your job.
Giving Access To Everyone
Some companies make the mistake of giving document access to everyone without considering who really needs it. This results in a document management system that is scattered and disorganized, making it difficult for employees to find what they’re looking for.
Not Training Employees
Another document management mistake is not training employees on document management best practices. This can range from how to organize documents to when and how to update document changes. By providing regular training for your document managers, you’ll ensure that they always have the tools they need to manage your documents effectively.
Not Backing Up Data
Whether it’s unintentional damage or a malicious attack, there are many things that can go wrong with your document management system and result in data loss. To avoid this mistake, make sure you regularly back up your data so that you’ll always be able to recover it in the event of any disaster.
Overall, there are many common mistakes that businesses make when it comes to document management. By avoiding these mistakes and using a secure document shredding service, you can ensure the security and privacy of your documents while improving your document management process overall.
If you need a document shredding service to destroy unwanted documents and keep your document management system secure, be sure to contact us today. Gator Shredding provides reliable document shredding services that you can trust to keep your documents safe. Visit our website or call us at (304) 488-8627 today for more information.