At IRCH, we have seen how proper records retention can make or break an organization’s efficiency and compliance. While many businesses understand the importance of document management, they often fall into common mistakes that can lead to serious consequences. Here are some of the biggest mistakes, and what to do about them:
Mistake #1: Inconsistent Retention Schedules
One of the most critical records retention mistakes is maintaining inconsistent schedules across departments. Organizations often allow different teams to develop their own retention practices, leading to chaos and compliance risks. Instead, develop a standardized, company-wide retention schedule that considers both legal requirements and business needs. Learn more about our retention counseling to ensure your organization stays compliant and organized.
Mistake #2: Over-Retention of Documents
Many organizations believe keeping everything forever is the safest approach. However, this creates unnecessary storage costs, increases legal discovery risks, and complicates document management processes. IRCH recommends implementing clear disposal procedures for records that have exceeded their retention requirements while ensuring proper documentation of what was disposed of and when.
Mistake #3: Inadequate Security Measures
In today’s digital age, proper security for both physical and electronic records is crucial. Organizations often overlook the need for well-written security protocols, leaving sensitive information vulnerable. Implement access controls, encryption for digital files, and secure storage for physical documents. Our Retention Manager software is a good place to start for help.
Mistake #4: Poor Training and Communication
Even the best records retention policies only succeed with proper staff training and communication. Organizations must ensure all employees understand their roles in document management and records retention. Regular training sessions, clear documentation, and ongoing support help maintain consistency and compliance across the organization.
Mistake #5: Neglecting Electronic Records
With the rapid increase in digital documentation, organizations often struggle to apply the same rigorous retention standards to electronic records as they do to physical ones. Email communications, social media posts, and other digital content require the same careful attention to retention schedules as paper documents.
Moving Forward with Confidence At IRCH, we understand that navigating records retention can feel overwhelming. However, avoiding these common mistakes doesn’t have to be complicated. Start by assessing your current practices, identifying gaps, and implementing systematic improvements. Effective document management isn’t about perfection, it’s about consistent progress toward better practices.
