Why Systematic Documentation Is Important For Your Business

Systematic Documentation

Documentation – sounds boring, doesn’t it? As monotonous as it can be, documentation is very necessary for any business to function well. You will need to document schedules, employee information, client information, legal information, accounts, etc. And, keep this information secure.

Here are some ways to improve documentation in your business.

1. Systematic Electronic Filling System

Think about the amount of information you will have to document. Although this can be done manually, to make your business processes more efficient, you will benefit from creating a systematic electronic filing system. In this kind of a system, the content will be documented when encountered. Generally, it makes sense to match your electronic system to any (old/former) paper filing system.

If you are looking to get accredited, then you will have to provide the details of your electronic filing system, where you store these files and, whether you have back up.

2. Office Site Backup Service

Your backup service must always be offsite, preferably with Carbonite, DropBox, OneDrive, etc. During the accreditation process, you will be asked to provide details of your offsite backup solution. A hard drive back up taken regularly is always a good idea.

3. File Access And Retention Policy

Every company’s Intel should be secured. To keep tabs on who can access these files, you need to have some legal documentation, such as agreements signed by employees or clients. This documentation comes under the category of File Access and Retention. It should cover the whereabouts of clients’ information, for how long Intel is stored and the entry and removal processes. During accreditation, business directors are asked to provide a copy of these policies.

4. Important Contacts List

You will need to provide your emergency contact’s and next of kin’s details to your employees. Request that your employees keep this information safe. Also, confirm who is to be privy to it.

5. Audit Completion

Quality control is not something to compromise on. Once your business is accredited – always display the quality control logo wherever your visibility and brand is paramount. Keep your unique accreditation number in a safe place.

Implement the above tips and you will see dramatic changes in the quality of your services and thus attract and, gain more customers. These steps will also help you in the accreditation process.

Ready to get your Virtual Business accredited?

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