Audit-proof Your Business

Don’t want to have your human resources department preoccupied with the possible intricacies of an audit? While frustrating, the unexpected external audit is a part of business life and unfortunately a necessary evil to discourage malfeasance.

Thankfully, dedicated business records management services exist to alleviate the pain points. With proper cooperation and the right menu of services, a reputable third party organization can help you prepare - for the expected or otherwise.

Prepare Your Organization to Shift To (And Stay With) Digital Wherever Possible

Wherever legally feasible, converting as much of your business’s critical information flow and storage to digital solutions can reap huge benefits all the way from HR to your bottom line. In terms of audit preparedness, the access capabilities of a purely digital system drastically eclipse those inherent to even the most diligently curated paper filing systems. Finding a pertinent document in an indexed digital database typically involves a few seconds of typing, in contrast to potentially dozens of man-hours poring through years of data. (To really drive home the advantage: Imagine an exhausted employee accidentally thumbing over two pages in a file together, thereby missing the page containing the crucial information being requested.)

To make the shift as smooth and effective as possible, ensure all departments are involved in planning the transition. Leading records management services with core competency in digital asset management will usually lend their expertise and even survey your company’s informational flows to pinpoint areas for improvement and additional implementation.

If The Information Must Have a Physical Copy, Digitally Index The Copy

While you may need to maintain a physical record to comply with document retention regulations, it’s still prudent to maintain a database that’s searchable and easy to navigate. Even if the document is needed in physical form, the precise location of the file box can be noted and shared to expedite retrieval.

If The Retention Period Has Passed, Destroy The Data

Being fully prepared for an audit is just as much knowing what you don’t need to retain as it is knowing what you do have to store. Partnering with a dedicated reputable third party that offers a range of data destruction options along with certificates certifying timely destruction provides peace of mind that potentially problematic files are entirely expunged.