The whole point of having a records management system is that it allows for a business’ access to the information in those records, as and when the information is needed. With the physical storage of records, having an efficient retrieval component to a records management system is key to ensuring this vital part of managing records happens fluidly.

There are, however, certain types of document collected by certain types of bigger businesses that need information to be even more readily available than that. Certain clients need to store information-heavy documents and also need the information in those documents to be digitally accessible.

This is why data capture is becoming an increasingly important part of records storage.

Data capture for big businesses with information-heavy documents

Big businesses that generate a lot of paperwork, businesses like insurance companies and banks, often need to store original documents and have quick, digital access to the information on those documents. A great example of this can be found in Know Your Customer (KYC) files.

If you work at a bank, insurance provider or another big business that keeps files on its customers, you’ll know that much of what you do for customers is reliant on having quick and easy access to the information that relates to them.

At the Filing Room, we are entirely compliant with Kenya’s General Data Protection Regulations and the Kenya Data Protection Act of 2019. We are certified as Data Processors and our team of experts are trained and experienced in conducting a variety of different data capture exercises.

Wholesale digital file indexing is the type of data capture that best applies to the big businesses we’ve described above. Within a purpose-built sorting space, we prepare then scan a client’s documents, capturing all relevant data then digitally indexing it for presentation on whatever digital storage device the client wants, usually an external hard-drive or a cloud-based storage solution.

We also, however, provide a more targeted data capture service in which we locate and capture specified data for the client. In this context, the client tells us which information they want sourced and saved digitally and we then locate it and scan it for digital presentation.

We conduct both of these operations within a secure sorting space that is designed specifically to carry out this type of industrially scaled document organisation.

Data capture procedure can be used to audit information in stored documents

As we conduct these large-scale data capture operations, we can also conduct a simultaneous audit of the information on those files. Our archivists will be able to flag any missing pieces of information and relay the existence of these omissions back to the client.

Conducting data capture through the Filing Room can therefore be a useful exercise in ensuring your records are up to date and reliable.

Avoid risk by capturing important information and keeping it digitally accessible

The data capture service may also be of value to any business that has a large workforce. A working Human Resources department, for example, is dependent on easy access to information on each employee. Most businesses store these documents but don’t necessarily have them digitally available.

If these documents are inaccessible to the Human Resources department, then procedures surrounding promotions, terminations, resignations etc. are all hamstrung by a lack of readily available information.

This has the potential to create friction between personnel and the company, or, worse, litigation issues. If you are an executive or directorial force within a big business you will know that any issue, whether positive or negative, surrounding an employee’s record should be both recorded and those records made accessible.

A lack of access to information of this nature, in a crucial moment could lead to improper handling of the situation. Improper handling may result in a worsening in the relationship between employee and employer or even a lawsuit.

 

If you’re a business owner or operator and you know certain of your bigger troves of files have information you need ready access to, inquire with us by following this link.