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Regardless of what type of business you are in, there will always be a level of obligation in relation to records management and compliance. These often mandatory requirements are in place essentially to ensure the privacy and security of everyone’s data and information as well as the lawful operation of every enterprise. So how can we be sure that we are keeping up with the standards expected of our records and information management systems? And sometimes the question should be more related to the systems themselves that help facilitate these compliance requirements. The efficient and compre...
Last month, medical files were allegedly stolen from a Melbourne GP clinic and dumped in a park, exposing people’s most intimate personal medical history. The medical practice acknowledged that the breach happened while the staff were preparing to move the practice to a new location and the files were waiting to be picked up for destruction, but for those patients with their medical details exposed, is this enough of an excuse? Victoria’s Acting Health Services Commissioner Dorota Siarkiewicz said of the breach, “health services are obliged to comply with the Health Records Act 2001 which deta...
Currently, there are around 80 Acts at both the State and Federal level which regulate document retention and destruction. The various regimes are not codified, some are industry specific and some are catch-all legislation. Privacy has become a top business priority for organisations all over the globe as new and expanding compliance regulations push for improved consumer data protection. At the same time, legislation is becoming stricter and safe record storage and destruction requirements are becoming increasingly stringent. The responsibility is on Australian businesses to remain on top of ...
There is no doubt about the importance of properly storing vital business information and documents, but one of the keys to storage is the easy retrieval of information in a time critical manner. In fact, research and surveys have shown that thirty percent of the workday is spent searching for files. That’s one and a half days a week or 78 workdays every year spent looking for paper around the office! If boxes have been stored with no system in mind, and little to no cataloguing or indexing, locating the right document can be a frustrating and time-consuming exercise, and waste val...
There are some rules regarding document storage that are wise to adhere to; and in business these rules can result in the make or break of your venture. So when it comes to document storage , what are some of the rules your business can’t afford to ignore? 1) Commit to your process entirely. Document storage is only effective if it is comprehensive. Half-hearted adherence to information management processes at a procedural level can spell doom for even the best-laid intentions. By fully committing to the ethos and process that is required by your chosen document storage strate...
In Back to the Future Part II, hero Marty McFly travels from his present-day 1985 to 30 years in the future – October 21, 2015 – to prevent his children from making decisions that would jeopardise his family. While in the future, 3D movies and fingerprint technology were correctly predicted in the film, things like the self-tying trainers and hover boards are not quite there yet. It can be impossible to look into the future and see what new technologies will impact our lives in such dramatic ways. Think of the rise of the smart phone, apps that can track virtually every step of your life, a ba...
If you’ve ever spent too long hunting through stacks of paper for an invoice or searching through paper files, you may have wished for a paperless office. You wouldn’t be alone. In fact, research and surveys have shown that thirty percent of the workday is spent searching for files.[1] That’s one and a half days a week or 78 workdays every year spent looking for paper around the office! As soon as computers began making an impact on business communications and work practices, the idea of paperless office become the buzzword. But despite all the time that’s passed since the introduction of the ...
In business, we need every tool we can possibly use in order to gain that professional edge. Professional, accountable and reliable records management is one such tool that can enhance your overall productivity, efficiency and security. Modern businesses have access to a wide range of outsourced services, and records management is one such tool. Compu-Stor provides comprehensive record management solutions that are tailored specifically to the needs and requirements of your business. Compu-Stor can be a powerful business tool to every business that struggles under the weight of&nbs...
There are some rules regarding document storage that are wise to adhere to; and in business these rules can result in the make or break of your venture.
So when it comes to document storage, what are some of the rules your business can’t afford to ignore?
- Commit to your process entirely
Document storage is only effective if it is comprehensive. Half-hearted adherence to information management processes at a procedural level can spell doom for even the best-laid intentions. By fully committing to the ethos and process that is required by your chosen document storage strategy, you can ensure its success. - Train every member of staff
On the back of your commitment to document storage, you need to make sure that every person across your business model is also dedicated to maintaining it. Any small chink in the chain of the process can create an inconsistent result for the storage of your information. Training all of your staff comprehensively can alleviate any issues you have with holes in the systematic procedure. - Manage performance
Ongoing management of the performance of your document storage processes is essential as most businesses evolve and change over time. In order to maximise its efficiency and effectiveness, document and information storage should not simply be thought of as a ‘set and forget’ system.
You can also utilise document storage as a business-wide performance management tool. Tying your staff’s KPIs and performance management to their adherence of central document storage procedures can act as an effective measure of their overall performance as well as ensuring that they are committed to your systems. - Make sure your systems are giving you the results you need
Document storage serves a very distinct set of purposes for each business. It is important to constantly monitor whether your processes are meeting your business needs for storage, retrieval and access. - Test your systems
Part of monitoring your systems should include random tests to make sure they are always working effectively. This could include retrieving relevant information at different intervals and then cross-referencing this against originals to make sure that the information is accurate, available and has maintained its integrity. - Make sure you are ticking all the boxes
Depending on the industry your business is involved in, you will undoubtedly have certain levels of compliance that need to be maintained. Storage of information is mandatory for all businesses so it is always advisable that you thoroughly investigate your obligations and make sure your storage solutions are conforming to them adequately.
Document storage can sometimes be a lot to manage, but it should not be overlooked as an integral part of your business function. That’s where Compu-Stor can help. We are constantly devising appropriate and efficient document strategies to help businesses meet their information management and compliance needs. We can comprehensively manage your document storage and will work closely with you ensure that it is always functioning, as you need it to be.
So to partner with an information management specialist, contact Compu-Stor today.
Tomorrow is International Data Privacy Day, a day designed to raise awareness and promote privacy and data protection best practices. The Australian and New Zealand National Association for Information Destruction (NAIDANZ) has used this opportunity to ask companies to reflect on whether they are sure their sensitive discarded information is being disposed of securely. NAIDANZ Chairman Paul Hurst. “People and organisations need to be as security conscious in the destruction of documents and records as they are in protecting them on their premises,” he said. “Recent updates to the Australian Pr...
The prominent rise of hackers accessing large corporate data sources has created a completely different landscape for the data security industry. In response to this, the Federal Government has released an exposure draft of new mandatory data breach notification laws that will form part of the Privacy Amendment (Notification of Serious Data Breaches) Bill 2015 . Earmarked to be implemented in the first half of 2016, these new laws will mandat e that any business, corporation or government organisation must report the loss or theft of data that originates with them. This will m...
Under the new metadata retention scheme that is now in operation, people in Australia will have their metadata collected and retained for two years. The new mandatory metadata retention laws are being touted as an integral way to monitor and prevent organised crime and terrorist activity. Metadata capturing and retention has both its avid supporters and protestors. Whether you are of the opinion that this is an overly costly invasion of everyone’s privacy or simply a means to track those who should be tracked, the facilitation and storage of this scheme’s information bi-products is entirely qu...
In the ever-expanding world of modern business, it is easy to become overwhelmed by the sheer volume and commitment it takes to appropriately keep your records and information in order. Outsourcing your document management functions is the logical, but often daunting path to take. Here are the top 5 reasons why outsourcing document management is the smartest choice: Legal requirements No matter what sector you are involved in, outsourcing your document management to a recognised and comprehensive information management service can significantly assist in adhering to your legally binding ...
Industry wide, there is much debate and scrutiny around reforming insolvency laws, and the industry to ensure this sector is highly transparent and regulated . Due to the core activities needed to carry out their duties, the insolvency industry may have an unfortunate reputation to the wider community. However, in reality, Australia is far better served by its insolvency regime and practitioners than most give it credit for. Insolvency practitioners, certainly those belonging to their professional body, the Australian Restructuring Insolvency & Turnaround Association (ARI...
