Grace Information Management Blog

As we edge closer and closer to the paperless society, the to-do list can sometimes appear to be overwhelming. Just open up The Australian’s Technology section and it is easy to become overwhelmed with all the new apps on offer, the new service releases and the continual company security breaches. Technology is supposed to streamline process and improve user experience, but in order to do this sometimes you need to go back to the basics and remember K.I.S.S. (keep it simple and straighforward).

To celebrate the K.I.S.S. acronym, Grace Information & Records Management have developed our own K.I.S.S. to help simplify technology changes in your organisation.

1. Keeping records

As a company there is a long list of files that must be kept for a period of time under legislation. These documents include tax records, bank statements, contracts and financial documents, which are all in addition to your daily business records. While you may be required to keep certain physical documents, digitisation is becoming a more viable option for retaining records.

2. Instantaneously

We live in a 24/7 business world where at any time we need important information at just a click away. It is no longer acceptable to be waiting for days or even hours, rummaging through filing cabinet to locate documents; we operate in an electronic world of documents, allowing instant access to information.  Grace can supply web-hosted storage solutions that are integrated with your business, allowing instantaneous access to information.

3. Storage

Information is the critical business resource in all organisations and within all business information lays intellectual property; so like any critical resource, information must be properly stored. An effective electronic records management storage system needs to be designed to capture, process, store and retrieve information allowing an easy process for your organisation. The importance of web-hosted storage lies in the fact that electronic systems reduce business costs, reduce security risks and increase efficiency for organisations.  Alternatively for hard copy secure document storage we offer an array of off-site storage solutions at our nationwide facilities with easy document retrieval options.

4. Secure

It is important to ensure any records management is secure: whether in digital or physical form. Digital storage must guarantee secure access, allowing safe and instantaneous access to business records. Alternatively, off-site storage facilities must ensure security measures to protect your documents from un-authorised access, fire and natural disasters.

Speak to Grace Information & Records Management on how we can help you K.I.S.S. your records management.