THE IMPORTANCE OF RECORD KEEPING
What is Record keeping?
Recordkeeping is the act of keeping track of the history of the School’s activities, generally by creating and storing consistent, formal records.... Recordkeeping is typically used in the context of official accounting, especially for businesses or other organizations.
REASONS FOR MAINTAINING GOOD RECORD KEEPING
1. Ensure Regulatory Compliance
With government becoming stricter about compliance issues, it is necessary for companies to apply a good record management system and ensure they are in full compliance with laws and regulations. If any company fails to provide essential records during litigation or regulatory check, it may have to pay severe penalties or face legal consequences.
2. Better Management Decision Making
Making relevant data easily accessible allows School’s to take decisions faster so that they can stay ahead of the competition or make an informed decision. Records management software makes useful data accessible and disposes off unwanted data, so that relevant data can be accessed faster. Indexing and retrieval capability allows managers and authorized executives to search and find files faster.
3. Cut Costs and Save Time & Efforts
Handling Records takes up a lot of time and money in terms of storage space, printing, filing, and staffing to maintain an organized record system. It also takes a lot of time and money to search or reproduce lost records in absence of organized system. Records management system can help save considerable expenses by reducing operating costs and improving efficiency of employees.
4. Keep Employees Motivated
Poorly managed records, unorganized filing system and frequent loss of important document creates a poor working environment, which has a direct effect on employees’ motivation level. Though you cannot put a quantifiable figure on the loss of motivation due to these circumstances, it is one of the most important reasons to establish a good record management system.
5. Safeguard Important Information
Every School needs a systematic program for protecting its important records and information from disaster or theft. Record management system preserves the integrity and confidentiality of important records and safeguards it as per set rules. This disallows unauthorized users from tampering with sensitive and important records
6. Effectively Retrieve and Dispose Records
The consequences of spending too much time searching for misfiled records can be quite severe; you may not only lose in terms of billable hours but also lose valuable customers. This is why it is important to invest in a well-designed filing system that can facilitate retrieving records and disposing of records past their end-of-life date.
All records must be signed, timed and dated if handwritten. If digital, they must be traceable to the person who provided the care that is being documented. Ensure that you are up to date in the use of electronic systems in your place of work, including security, confidentiality and appropriate usage.