On the Cover
dealing with customer queries and is essential to making this happen. Further, the introduction of more effective business processes enables professional services companies in particular to manage higher volumes of clients, without impacting negatively on service levels or increasing staff numbers and other overheads. Yet arguably the biggest advantage of outsourced archiving is that of greater document security, with reduced risk of loss or damage. Using document classification alongside an archiving solution will guarantee that the appropriate retention and disposal policy can be quickly identified and data cleansing can be carried out on existing records. This ensures compliance while further increasing the level of process automation. As the document management system captures data as soon as it enters the business, this means that errors can be instantly flagged through data cleansing. As a result, mistakes can be identified and resolved immediately, rather than allowing input errors to remain unchanged. For records management, an end- to-end ‘scan, store, shred’ document solution also provides a complete and comprehensive answer to the burden of archive files, ensuring the information they contain is stored securely, yet is readily accessible when required.
Faster, more efficient internal business processes
Outsourced data management provides the opportunity to improve accuracy, secure better access to information and improve records management. At the same time, for businesses with multiple sites or employing large numbers of remote workers, it enables fast and easy access to individual records. Working with centralised documents with a single point of access, employees can store, retrieve and share files. Collaboration across projects and departments also becomes simpler, as employees and authorised third-parties can all access data from a centralised source. This results in better and more rapid decision-making, as everyone is looking at, and working on, the latest versions of all relevant documents.
Records management
Although much of the information generated by a business must be retained for a minimum of six years (Finance Act) to satisfy HMRC requirements, it is likely that in many cases daily reference may not be required, with the result that
Building & Facilities Management – October 2014
documents are taking up valuable office space unnecessarily. Equally, if they are not stored in a secure facility, files and other documents could also be at greater risk from fire, flooding or theft. Should they suffer damage, this could result in significant problems should records need to be recalled for auditing or to meet a customer or compliance request. Many of these concerns can be addressed with modern storage and retrieval solutions. Alternatively, a dedicated ‘scan, store and shred’ approach designed to meet the needs of paper-intensive businesses can provide significant operational, environmental and compliance benefits.
Paper documents are automatically scanned in at the point they enter the organisation, securely stored when required, and those not retained are
shredded, creating large volumes of recyclable material.
At the same time, the implementation of scanning and data capture technologies can also facilitate improved distribution of information, reducing costs and increasing efficiency, while observing relevant legislation.
The paperless office may still be a long way off and indeed may not be the ideal way forward in every case. Yet where appropriate, a best practice ‘scan, store and shred’ data solutions approach from PHS can make a major contribution to a leaner, more environmentally positive and compliant strategy for records management and document processing. Contact Data Solutions on 02920 809090.
www.phs.co.uk
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