Why it's important for businesses to keep true and accurate records
Legal and operational compliance plays a significant role in the success and reputation of a company. Compliance means having adequate systems in place to maintain and manage records. If you don't keep up to date with true and accurate records, you could end up breaching contracts, the law, and both client and staff trust, any of which can damage your business and cost you money.
Most of the time, information is sent via email. This can include:
- business documents
- financial records
- information on current proceedings
- confidential client information
- advice from business advisors.
Email is a fast and efficient way of passing information between companies and people. However, this information, including emails and their attachments, needs to be recorded and stored securely.
Compliance requirements are different for different types of documents. For example, you may need to keep financial records for five years, while accounting records need to be kept for seven years, and company documents like board minutes need to be kept forever.
It's important that you are aware of the specific requirements for documents in your industry, along with the privacy considerations that need to be taken to ensure the information remains secure.
Industries such as legal and financial services have varying requirements to ensure that the confidentiality and privacy of client and case proceedings is of utmost concern. These details must be protected at all costs for your firm to maintain its reputation in a highly competitive environment.
Technology to help keep true and accurate records
Technology is essential to overcome these document management challenges. A solution like Microsoft SharePoint, that incorporates cloud storage and lets employees easily capture information, is extremely popular, and with good reason. SharePoint is relatively easy for employees to use. However, just like any technology solution, it's essential for organizations to make sure that employees are, in fact, using it routinely. Even a slight, perceived inconvenience can see employees reverting to workarounds or even failing to store information properly at all.
This is where OnePlaceMail comes in. This solution works within Microsoft Outlook to provide an even faster, more streamlined way for users to drag and drop files from their email inbox into SharePoint, and vice versa. Using metadata, employees can also classify critical email records, keeping the associated email attributes to maintain the accurate context of the email.
Educating employees is key to keeping correct records
Putting a document management solution in place is just one key factor of ensuring your business remains compliant; the other is educating employees about the importance of maintaining true and accurate information.
It may take some time for your employees to get used to using SharePoint, particularly for staff who have been with you for a long time and know the old, legacy system like the back of their hand. And, that's why educating employees is crucial; without proper training, they may simply fall back into old habits. You need to provide training on how to use the SharePoint platform, and the new processes and requirements that have been established when saving information to ensure documents aren't forgotten or siloed off in people's email inboxes or on desktops.
By equipping your team with the appropriate knowledge on the importance of accurate records, not only can it help to streamline business processes and make information more accessible within the company, however it can also help you to avoid breaching legal and industry compliance and causing you financial or reputational damage.
And, by supporting them with a solution that simplifies and streamlines the process of saving documents to your company SharePoint, you can increase adoption of your SharePoint solution and be confident that information is being treated appropriately in your business.
To find out how your business can benefit from using a document management system to maintain true and accurate records, including those from email, contact OnePlace Solutions today.
Latest news & blogs
Europe’s top Microsoft technologies conference, ESPC23 took place last week, and we were there, thrilled to be part of it!
This event delivers the opportunity to learn the most up-to-date practices, advice, and techniques from the finest Microsoft 365, SharePoint, Teams, Power Platform, and Azure experts globally, including Microsoft Product team members and independent community leaders, including Regional Directors (RDs), MVPs, and Microsoft Certified Masters (MCMs). Because of this, an extraordinary community of like-minded people converge!
Thank you to everyone who visited our booth during the event or the demo in the community area – it was great to meet old and new faces alike, and hear your feedback and ideas – it shapes our future, so stay tuned for what's to come! If you would like to continue the conversation, please contact us.
Here are key takeaways from ESPC23:
Microsoft 365 Co-Pilot – The Next Big Thing!
- Co-Pilot emerged as a game-changer, but success hinges on quality data input
- Ensure data is centrally stored and easily accessible to maximize Co-Pilot's capabilities
- Data cleanliness is paramount – you get out what you put in! Prioritize accurate data for Co-Pilot effectiveness
- Eliminate outdated or conflicting data to prevent confusion and enhance Co-Pilot's decision-making prowess
SharePoint Embedded Public Preview - Now Available
- Explore a revolutionary way to build custom content apps for enterprises and ISVs with SharePoint Embedded, now available for public preview.
- Learn more about this exciting development announced at ESPC23.
The New Microsoft Teams Client: Performance, Rollout, and Feature Parity
- Since Microsoft announced the general availability of the new rebuilt Teams client in October, ESPC23 delved into discussions about performance enhancements, technical rollout, change management, and achieving feature parity with Teams classic.
- Discover the ins and outs of the new Microsoft Teams client Introducing the new Microsoft Teams client – Teams | Microsoft Learn
In-Person Conferences: The Power of Connection and Networking
- Despite the digital era, in-person conferences remain an invaluable way to connect and network.
- A Microsoft MVP captured the sentiment: "This is the only time I see people in person; I'm now 100% remote. I feel like this is my chance to come to the office and talk with my fellow speakers."
To learn more and explore how we provide a streamlined and consistent approach way for people to engage with business systems built on Microsoft 365 for better information management and governance, contact us for a personalized demo.
Join us at the top European Microsoft Conference, ESPC23 - where an extraordinary community converges to explore the latest innovations and trends in the realm of Microsoft technologies
Join us for Europe’s top Microsoft technologies conference, ESPC23, 27th – 30th November 2023, in Amsterdam.
At ESPC, you will hear the latest expertise on Copilot, Microsoft Teams, AI, Azure, Microsoft Viva, Microsoft Graph, Microsoft Power Platform, Governance, CoE, SharePoint, Migrations, PowerShell.