Records Management Companies in Pakistan play a crucial role in effectively managing a business. Yet many people remain unaware of their services. Organizations often fail to recognize the significance of efficient record management until it’s too late. We will explain several reasons to prioritize electronic record keeping below. But first, let’s define a record: it’s information that holds value for an organization. Records management strives to ensure proper preservation and disposal of organizational data.
Importance of Electronic Record Keeping
Record keeping or digitalization services ensure:
1. Compliance
Whether it is Pakistan or any other country, organizations are facing ever-increasing regulatory scrutiny. Without compliance with these regulations, a business can find itself on the wrong side of the law. It can lead to hefty fines, reputational damage, or even disbarment from operating the business.
2. Easy Retrieval
Suppose you require data about a client or an employee from three years ago. If the records are effectively sorted, retrieving the required document will not take long. In case of poor record management practices, finding the relevant document will take considerably longer. There is also a possibility that you may never find that record at all.
3. Protect the Data
When an organization enacts policies to manage its record, it also ensures security. How? Organizing the data into filing cabinets or online allows a business to compile all the revenant data in one place. It can then develop policies regarding who can access the data and other aspects of data management.
4. Improve Employee Productivity
Another reason to opt for digitization services and convert your record into electronic form is to increase employee productivity. Imagine your employee needs to find a record. If they spend considerable time finding that particular information, they cannot concentrate on their primary job responsibilities. It will result in lower productivity, leading to lower revenues and reduced customer satisfaction.
5. Minimise Risks
Another reason to focus on electronic record keeping is to minimize risks. For example, through electronic record keeping, organizations can monitor who is accessing the data, from where, and what they are doing with it. Monitoring employee activity can be challenging when data is scattered.
An employee’s involvement in a data breach/leakage, whether knowingly or unknowingly, can result in considerable challenges for the organization. Organizations can also use electronic record keeping to monitor unwanted outside access to the data and its network systems.
6. Cost Savings
Record keeping helps your business save money. Every business aims to maximize profitability. Reducing costs is one way to achieve this goal. How does record-keeping help reduce costs? Reducing costs is one way to achieve this goal.
Non-valuable record is one that the organization does not need, meaning there is no point in storing it. It helps the organization save storage space and the costs associated with maintaining the data. In the case of valuable data, businesses define the length of storage in the policy. For instance, a record may be needed for a year or maybe five years.
Without the data management policy, organizations may store data in cabinets and storage rooms longer than required. Organizations can utilize the space for other purposes which add value to the organization.
7. Safety
Lastly, if an organization opts for digitization services, it ensures greater safety. Physical records such as documents are prone to fires which can quickly spread throughout the building. The record can get damaged, leading to considerable losses. In an electronic form, records are backed up in multiple locations. In case of an incident, data can be retrieved from a backup without impact on company operations. That is when the services of Records Management Companies in Pakistan can be very handy.
Best Record Management Companies in Pakistan
We have listed the benefits of hiring a record management company. Now, let us review the top Records Management Companies in Pakistan.
1. Archive Technologies
One of the leading Records Management Companies in Pakistan is Archive Technologies. What sets it apart as the top choice? It’s renowned for its unparalleled customer service. When you engage with the company, they assign a dedicated resource to handle all your queries. Additionally, it offers various record management services.
For instance, if you need a secure place to store your data, Archive Technologies is the go-to option. It maintains several warehouses throughout Pakistan where it can store your data securely. You can also opt for their record digitization services to convert your records into electronic form.
The company ensures data protection using the latest security methods, preventing unauthorized access. Furthermore, data is stored systematically, such as by date or type, enabling quick retrieval. But that’s not all. They also provide data destruction services like record shredding.
2. IT Zone Pakistan
It primarily offers digitalized record services. You can engage them if you plan to shift towards digitalization and want to get physical records. A unique point about IT Zone Pakistan is that it offers numerous other services, such as digital marketing, web designing, and graphic designing.
3. Data Recall
It is another well-renowned company that is consider in this ist of Records Management Companies in Pakistan. It offers records management services in Pakistan. One of its unique points is its software ‘Dr. Connect Online`, which allows organizations to access their records online. The data is stored in a secure server, leaving little room for unauthorized access. Most other companies don’t have this facility, or their online portals lack much-needed features.
4. First Solutions
Next on the list of Records Management Companies in Pakistan is “First Solutions”. This company provides various records management services. One of its services is on-site record management. If your organizational policy prohibits records from leaving the premises, it represents the best option. You can contact them to work within your office and organize records according to your needs. Your employees won’t have to worry about sorting through all the records while ensuring data security.
5. Allied Record Management
Allied Record Management is the last company on our list of best Records Management Companies in Pakistan. It offers various services, including consultancy. Allied Record Management’s vast experience can assist your organization in drafting a data retention policy, data destruction methods, and more. They also offer bulk scanning and data entry at quite reasonable rates.
Conclusion:
We conclude our article on the most trusted records management companies in Pakistan. While we haven’t encountered any negative feedback about these companies, it’s essential to conduct due diligence. After all, you’re entrusting them with sensitive organizational data. So, it’s better to be safe than sorry.
