Stratix Systems Blog

Three Reasons Why You Need Better Records Management

11/01/2016 / in Blog /

Three Reasons Why You Need Better Records Management
There was a dentist who practiced for nearly 40 years, all before the advent of cloud storage. That means that all of his patient files were kept in boxes marked by letter of the alphabet and year —and there were tons of them. It became a family endeavor to manage all of those records, and, inevitably, some slipped through the cracks.
Though it may sound dull, records management is a vitally important part of any business. Not doing it right can cost a lot of money in lost productivity, compliance issues, exposure to liability or lawsuits, and security breaches. Thankfully, records management today has improved significantly since those days of pen and paper.
Ideally, your company’s record management strategy will organize information so that it’s timely, accurate, accessible and complete. While this can be difficult to handle, there are partners out there who work with record management programs or enterprise platforms — and in today’s liability-obsessed climate, they have become a near-necessary expense.
Not convinced? Here are three reasons why you can’t afford to not improve your company’s record management system:
Efficiency is key
According to the U.S. Environmental Protection Agency, in an office with no existing record management program, 30 to 50 percent of records can and should be stored offsite (whether in the cloud or a warehouse). Moving records offsite frees up space, boosts employee productivity, and helps your business achieve greater cost savings. Take a look at automating your records management system as soon as possible, and if you don’t know where to turn, consider looking toward a vendor or reputable partner who can help guide you.
Play by the rules
When it comes to record-keeping rules, laws can create major compliance headaches for businesses — especially if their records are hard to locate or decipher. The same goes for litigation risks; if your record management program isn’t consistent and rigorous, then your company is vulnerable to legal consequences. This becomes challenging if your company is operating across borders. The regulations that your business may be bound by in Asia may only be a footnote in the EU, or vice versa.
Poor records and document management is the key contributing factor to compliance and regulatory issues. Nip all that in the bud by implementing a record management strategy that takes laws and regulations into consideration from the start.
Improve your corporate memory
With all of these new technologies storming the workplace, along with the imminent, massive worker turnover that will result when Baby Boomers start retiring, corporate America’s institutional memory is in jeopardy. Every day, your company is creating records that will fuel future planning and decision-making. Past records can effectively guide new hires — if those records have been managed properly. Don’t let the hard work of the past get lost in the shuffle. Spending time now to properly index your information and records now can pay off handsomely somewhere down the line.
It’s time for better records management
Sometimes, the areas of your business that can have the biggest impact on your bottom line are the little things right under your nose. Records management isn’t on the mind of most of the C-suite. But the impact that the right information processes can have on a business can be massive.

The bottom line: your information should work for you— better information management can help make that a reality. And that’s where we can help. Learn more at or call us toll-free 1-800-444-2943

About Stratix Systems
With offices in Reading, Lehigh Valley, Philadelphia and Central and Northern New Jersey, Stratix Systems is one of the region’s leading technology solutions partners —with the people, resources and experience to deliver the IT, content/document management and imaging support you need: where, when and how you need it. In fact, very few providers in the region can match the vast array of total business solutions and responsive service available from Stratix Systems. It’s no wonder why we are the partner-of-choice for over 4,500 organizations throughout Eastern Pennsylvania and New Jersey.
Have a question? Get an answer. Our experienced systems experts would be happy to answer your questions, help you explore your options and develop a customized plan for you. Learn more at or call us toll-free 1-800-444-2943.

This post originally appeared on, authored by Ricoh USA’s Sarah Schmid.

Tags: Blog