Increase efficiency while protecting sensitive information

In the competitive business world, every company is looking for ways to gain an edge. In recent years, digital transformation has emerged as a top method of doing so. Replacing analog processes with digital versions allows business leaders to boost productivity and profits. However, digitization comes with its own concerns, such as protecting your valuable data from cyber threats. If you’re in an industry with stringent regulations, such as HIPAA, remaining compliant should be a top priority.

Without a comprehensive records management strategy in place, you run the risk of data breaches and noncompliance. These events could be catastrophic to your reputation and bottom line. Here’s how to mitigate those risks and get the most out of your digital transformation.

Why you need a records management strategy

When streamlining processes, pausing to create a records management strategy might feel counterintuitive. However, you need a solid plan to serve as a road map throughout the digitization process. Otherwise, you won’t be able to scale your efforts as your business expands — at least not without added growing pains.

Think about filing paper records. If file cabinets were still the preferred records management strategy, you wouldn’t just fill the drawers with papers until they were full. You would first categorize them and put them in an order that makes them easier to retrieve. You would also think about security; in this case, that might mean combination locks for the file drawers themselves or cameras and alarms for the office.

Keep the same principles in mind when creating new workflows to support digital transformation. Your strategy should encompass three pillars:

• Organization: Where are you going to store these files? How will you find them later? Do different types of records need different names or tags? Your records management strategy should enable you to answer these questions with confidence.
• Security: Think of this as the metaphorical lock on your file cabinet. Whether you’re keeping files in the cloud or on a local server, only authorized users should have access to them. Even within your own organization, different employees may require different levels of access, so keep that in mind.
• Compliance: While compliance and security go hand-in-hand, you must still ensure your security measures comply with regulations. For example, HIPAA limits who can have access to protected health data, so your records that fall into that category will need additional attention beyond basic password protection.

Did You Know?:While compliance obligations vary across industries, some best practices for document management are universal. We share a few of them in this article.

Records management strategy best practices

Standardize your workflows

First, determine the processes for creating, uploading, and storing digital data. Train your employees on these processes so everyone is on the same page. This ensures that files are where they’re supposed to be, making it easier to retrieve them later. For example, if you run a healthcare facility, patient files might be assigned to a drive with HIPAA-compliant security settings. However, if your employees don’t know the process, they may end up storing data in the wrong place — leaving you at risk of noncompliance.

Create an information hierarchy

The more your business grows, the more complicated record management becomes. You might have thousands of gigabytes’ worth of files in your network, and you need to be able to find exactly what you’re looking for at a moment’s notice. Your strategy must include an information hierarchy that determines how each file should be labeled and tagged. Whenever possible, use metadata to further refine your classification system.

Enforce strict permissions

You can’t leave data security up to chance. Ensure that records can’t be accessed without valid credentials. The more sensitive the data, the more stringent the security measures should be. Using healthcare as an example again, that could mean some files can be accessed by everyone in the building, while others can only be opened by medical professionals. Your employees should be required to re-enter and change these credentials often.

Perform regular compliance audits

Whether it’s HIPAA, GDPR, PCI, or any other highly regulated standard, compliance is never a one-and-done act. Governing bodies may update these standards from time to time, so regular audits are necessary to remain compliant. Your IT experts should also regularly test data security measures to make sure they’re working as intended.

Invest in the right equipment

Creating a records management strategy can feel like a heavy task, but the right hardware and software can lighten that burden. Prioritize speed and accuracy for document scanners, as well as the ability to scan many documents at a time without manual input. For example, the RICOH fi-8170 has double-sided scanning of up to 70 pages per minute, a 100-page automatic document feeder, and features such as intelligent paper protection to prevent jams and inconsistencies.

The right hardware is only half of the equation; you’ll also need software with optical character recognition (OCR) technology. Scanners typically create image files by default. OCR technology automatically recognizes the words on the page and saves it as searchable text, meaning employees won’t have to waste time re-typing physical paperwork. Some scanning software can even automatically add metadata to your digital files, further refining your workflows.

Did You Know?:TMC named the RICOH fi-8170 as a Future of Work Product of the Year. TMC recognizes "companies that showcase the most innovative and disruptive products and solutions that have positively supported hybrid work experiences across the globe." Click here to learn more.

Improve productivity while staying compliant

Once you’ve developed a winning records management strategy, you need the right tools to implement it. Those in the market for a high-speed document scanner have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional-grade fi and SP series of scanners.

Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

To further refine your records management strategy, pair your ideal scanner with RICOH PaperStream software. Our proprietary OCR software solution helps you create robust, organized scanning workflows and searchable text documents — simply scan and sort to your specifications. Click here to learn more or shop the rest of our production scanner line.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.