A key part of strategic record keeping is making sure that all records are stored safely. Organisations need to prevent any breaches of security. Using a shared drive or a cloud storage system is one way of doing this.
Business owners need to be clear about how they will be facilitating the process right at inception. This may help to determine the ways in which resources will be allocated towards collecting data, recording it, storing it and reviewing it before important decisions are made.
What is involved in the strategic record keeping process?
Be specific about who has access to it
Not all individuals should be able to edit or transfer sensitive information. Establish codes of good governance.
Create a formal policy
It must clearly outline who has the right to access the information. These individuals should be clear about permissions too. Special permissions need to be set. Only send business-related documents to the shared folder. Rules must be maintained.
Establish systems on how to manage records
There should be ways to manage records in such a way that makes it easy for the right people to assess the information where necessary. It should also be updated regularly so it remains up to standard in terms of compliance. This is a key part of strategic record keeping.
Find out about record-keeping requirements
To avoid wasting time on records that are no longer needed for compliance, make sure that you do your research beforehand.
Have a way of retrieving information
The systems should make it easy to retrieve the relevant details without too much hassle. It should make it easy to do this in cases of auditing.