Information Retrieval

The investment of time and effort necessary for building a successful business is considerable.  Beyond the proverbial “blood, sweat and tears,” you’ve placed a high priority on delivering the best services for your clients. And as a result, chances are that as your business has grown, so too has the volume of information you’re required to manage.

All too often, the management of paper documents and files becomes an Achilles heel for even the most accomplished businesses.   The required space, time and expertise necessary for proper classification and retention can easily fall outside the realm of corporate core competency.  Combined with the mounting pressure to maximize deliverables with nominal resources, meet compliance requirements, and ensure seamless customer service, records management seems like a laborious and overwhelming challenge.  Nonetheless, the ability to easily locate, access, and retrieve files is essential to the success of your organisation.

Enhancing productivity

According to Accenture and the Wall Street Journal, 59% of middle managers in the UK miss important information every day because it exists within the organisation but they cannot find it.  It’s not uncommon for active files to be stored amongst rarely accessed files which necessarily need to be archived.  Not only does this increase the amount of storage space needed – which in and of itself can represent an exorbitant cost – but also raises the chances of inactive and active documents being comingled.  As a result, looking for a specific piece of data can be like looking for a needle in a haystack.  This unfortunate situation ultimately leads to lost time and money for your business.

Maintaining customer satisfaction

Untimely access to files can also have a direct impact on service to your customers.  It’s one thing if you or your colleagues end up frustrated over an inability to easily locate information.  However, when that inability affects your service, it may lead to lost customers.  Additionally, if your business maintains private data for clients, lost or misplaced files can prove doubly disastrous.  In effect, your organisation may have a legal and fiduciary responsibility to provide client information in a timely manner.

Meeting compliance standards

Beyond the impact on your organisation’s productivity and customer service, the mismanagement of business records may also result in an inability to meet specific legislative requirements including:

  • Data Protection Act 1998
  • The Employers Liability Regulations 1998
  • The Companies Act 2006
  • The Income Tax Regulations 2003

Failure to produce files in a timely manner as well as the inability to prove a documented audit trail of document retrieval and access may lead to non-compliance.  Repercussions can range from fines to legal penalties, as well as the ramifications of bad public relations.

Choosing the right solution

A professional information and records management company can provide your business with systems and processes for managing the entirety of your file inventory, enabling you to achieve improved organisation for your business data.  Since each business has unique file management needs particular to their organization, a combination of solutions can be employed, including:

When deciding upon the right data management provider for your business, it’s important to choose a company with the proper certifications and a proven track record of providing tailored solutions.

Archive Document Data Storage provides custom information and records management services for business throughout London, Swindon, and Bath.  To find out more about how we can enhance your organisation’s information retrieval please contact us by phone or fill in the form on the page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

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