Process record storage standard STANDARD ISO with 3 effective methods

With the rise of information from traditional paper records to electronic documents, businesses are faced with a huge amount of data. Besides, legal regulations about storing documents increasingly strict requirements businesses need to have a system process records storage according to ISO standard tuning, more professional. 

So how to manage and maintain effective amount of material huge and diverse category of this? The same Lac Viet Computing find out now in the article below.

1. Real state storage record “confusion” of the business today

Today, many businesses are still encountered the situation of “wind up with stitches” in the storage and management of documents. Especially for organizations that have large scale, the volume of documents and records is increasing, making the storage becomes difficult to control. 

Real state archive traditional material in business:

• Storage material in many different ways such as hard copy (printouts) are stored in the repository, physical, or the soft file dispersed on the personal computer of each employee.
• Physical storage requires large space, the cost for storage, preservation, documentation, and personnel management. For those businesses that have high-profile, big-maintaining the storage system, this tradition became the financial burden is not small.
• When businesses need to use material from or in case of an emergency, methods of traditional storage becomes inconvenient, reduce the working efficiency of the organization. 
• The staff set the file name according to the hobby, want to where it to, it does not have specific rules about collecting, sorting, storage and disposal of records that management process becomes confusing.
• Profile paper pile, no classification system clearly has made finding eats hour clock mainland. Follow Techrepublicmore than 50% of office workers spend more time to search for the file rather than work.

As practice shows, many businesses recognize that the maintenance method of storing craft no longer fit your needs, modern management. To optimize workflow, minimize the risks and ensure the integrity of records and documents, businesses need to switch to the archiving process standardization, use of advanced technology such as phần mềm quản lý văn bản nội bộ số hóa.

2. Learn storage what is a resume?

Records storage is the process of collecting, sorting, storage and management of documents related to business operations, to ensure that important information is always available to access when needed, and meet the legal requirements, internal regulations.

In modern environments, archival records include not only paper documents the traditional such as contracts, financial reports or personnel records, but also the digital file (soft copy) under a variety of different formats, such as PDF, DOC, XLS and the image file or audio. The rapid increase in the number and volume of information requires the business must have a method of storing more optimal to avoid the challenges such as waste storage area physical difficulty in finding and preserving the record or the risk of loss of information.

3. Rules on recordkeeping latest

When storing documents in the business, compliance with the provisions of current legislation is mandatory in order to ensure the legality and safety. According to the latest regulations of Law archive 2024businesses need storage with a minimum of time, depending on the type of material:

• Financial documents and accounting: Must be stored in the period from 5 to 10 years. These documents include bookkeeping, invoices, vouchers, financial transactions and financial reporting. This is required to ensure transparency in the process of inspection and audit.
• Legal records: The documents related to the contract, agreement, license, and other legal documents may need to store long overeven permanently in some cases, to meet the test requirements, legal disputes, or when needed for screening information.
• Personnel records: Personal records of employees, including contract labor, the decision to appoint, and the documents related to compensation also need to store in at least 10 years after the employee leaves the business.

>>> See more detail about 14 specified storage time record no. 09/2011/TT-BNV

The management and storage profile does not stop at just comply with legal regulation, but also help enterprises optimize operational processes, improve efficiency, document management, protection of business interests. With software, records management, as LV SureDMSbusinesses can digitize, automate the archiving process, minimize errors and to ensure compliance with all applicable laws regarding document storage.

4. 3 Method of storing documents in the popular business

The choice of method of document storage suitable not only enhances management efficiency, but also ensure the integrity and safety for the information. Here are 3 methods of document storage popular that businesses can apply:

4.1 traditional storage – paper storage

Records storage traditional method is the management and preservation of documents in paper form. The document is printed out and kept in the filing cabinets, shelves, documents, or barrel material.

This method of storage popular before the development of digital technology. Those businesses are small-scale, not conditional or not yet ready to switch completely digitized commonly used method of storing paper for documents that do not require digitization.

Advantages

• Paper storage, requiring no technical knowledge or complex systems, suitable for the material simple, without complex processing.
• In some cases, the document paper has value higher legal and widely accepted in the legal procedures.
• The important documents such as contracts, vouchers may need to store the original to ensure authenticity.

Cons

• When the number of large documents, the management and classification will become more complex and take more time.
• Paper storage requires office space large to contain the cabinets and the barrel material.
• Paper documents easily damaged due to the environment (moisture, mold, termite) and can loss due to natural disasters, fires and explosions.

4.2 stored on the mobile device (USB, HDD, SSD)

This is a method of storing digital documents on devices with removable storage like USB, external hard drive (HDD) or solid state drives (SSD). These devices can be easily connected to computers or other devices to retrieve data.

Advantages

• Easy to move and retrieve documents, allows to copy and share data quickly.
• The device is portable storage usually have low price, does not require a large initial investment.
• Currently, the portable hard drive can store terabytes of data, enough to keep a large amount of material.

Cons

• Storage devices mobile can easily be lost or damaged, resulting in loss of data if there is no backup.
• When the number of documents increases, the management of data across multiple mobile devices, various can become complicated.
• Data on the mobile device vulnerable to unauthorized access if it is not password protected or encrypted.

4.3 electronic storage

Of electronic storage, is the storage profile as digital files on the system software or the platform of cloud storage. The paper documents are digitized through the scanning and conversion to electronic files (PDF, Word, Excel,...).

Advantages

• The storage system allows electronic quick search via keyword, which saves time compared to finding craft.
• Digital document does not require physical space, helping businesses save office area.
• The material is good security with encryption features, access subdivisions, and automatic backup.
• Documents can be shared online between the departments and partners without the need to manually copy over.

Cons

• Businesses need to invest in IT infrastructure, software, document management, and hardware devices serving storage.
• Requires knowledge, technical skills to operate and manage the storage system electronic.

5. Process storage profile according to ISO in business

Procedure reference document storage according to standard ISO professional with 7 steps:

• Step 1: collect profile data
• Step 2: categorize, arrange and index the records
• Step 3: Define the term archive records according to government regulation
• Step 4: Proceed storage profile
• Step 5: Access and use document profile
• Step 6: tracking status updates
• Step 7: Huy remove record expired

Step 1: collect profile data

First, clear division of materials according to each department, such as finance, hr, legal, marketing, manufacturing and customer. This helps to ensure that all parts have full documentation needed and not to be missed.

For a process record storage professional ISO, should collect documents based on the time arises, from the latest materials to the older literature. Because then, the business easily manage and access important documents in the time different business. 

Step 2: categorize, arrange and index the records

After you've collected enough data, the next step is classify and arrange them in a systematic way. Business can classify documents based on subject, document type, or duration. For example, financial documents can be sorted by each year, while the legal documents can be classified according to partner name or the content of the contract.

More importantly, the indexing will help documentation easy access in the future. Use software like SureDMS, the document will be indexed with many criteria such as keywords, document type, or person responsible. Allows businesses can search and access documents in the shortest time, help to improve work efficiency.

Step 3: Define the term archive records according to government regulation

According to current regulations in Vietnam, each document type has a time limit storage different. Determining the term document storage must comply with the provisions of The government to ensure operational business law and not risk legal. For example:

• Financial records, accounting often have deadlines stored for at least 5 years (under the accounting Law 2015).
• Legal documents, the contract may need to store for longer periods, depending on the content and conditions of the contract.

Software as SureDMS support tracking period documents, alert the business when the profile is close to expiry to avoid accidentally violating legal regulations.

Step 4: Proceed storage profile

When was classified and defined the term storage, businesses can choose between the methods of different storage, including storage, physical, or digitized documents. With modern trends and demand, process optimization, management, storage of goods through software document management is becoming a top choice.

SureDMS supply storage solution document in the form of goods with the ability to manage data securely, integrated more features such as information security, quick access and manage documents from afar. This helps businesses easily track and retrieve documents without having to take the search in the archive of physics.

Storage solutions record management software document modern as LV SureDMS of Vietnam not only help automate the process of collecting, archiving and records management but also ensure full compliance with the regulations on the storage material according to the national standard. This software supports businesses in the:

• Sorting, sorting material science.
• Looking for quick and easy access.
• Confidential information with identification technology, decentralized use clear.
• Save costs and storage space, optimize resources.

Management solution record – document LV SureDMS professional

Support the organization of goods 100% record storage

• Allows to create a new storage profile with full information according to standard Dublin core.
• Allows the storage of many types of format (text, image, video, audio file,...) according to work needs.
  
• Supports manage both paper records and records digitization, information management, storage location, condition of your existing profile.
  
• Integrated with devices of chemical profile that helps to digitize records in 1 mouse click.
  

Preserving the safety profile, adjustable, easy to

• Organization data, multi-level: Stock the shelves and boxes of records according to the structure by individual organizational model.
• Support organization storage warehouses in many different positions and decentralized management independently on each repository.
  
• Technology integrated Barcode/ Qr code/ RFID to manage profiles and profile components.
• Assist in the category profile filed hosted, pattern sheet contents of the profile in accordance with the standards of the Department of archives.
  

Exploit convenient use anytime, anywhere

• Quickly view documents online without download.
•  There are support tools: edit, delete, move, copy, download documents, mark favorites,...
• Allows search by keywords, document type, profile and search by content in the document.
  
• Lets borrow/pay online profile through software or mobile application.
  
• Integrated approval process a request to borrow online and automatically revoke access to records upon expiration borrow.
  

Management flexibility using intuitive tools

• Status management, warehouse operators, document management loan – pay and policy loan payment.
• Allows decentralized multiple levels and limit the rights of users to be granted access in order to control the approaches to the material according to density different.
  
• Allows transfer data from excel file cataloging record storage into the system.
  
• Integration with other systems to unified storage profile focus 1 place.
  

See detailed features LV SureDMS

Step 5: Access and use document profile

After the document has been stored, businesses need to build a process access to and use of records in a scientific way. Software as SureDMS allows users can search for documents with just a few simple operations, ensuring records are retrieved at the right time, the right people in authority.

In particular, SureDMS support management feature authorization help ensure high security while only those who have the right to access important documents. This is very necessary for the business with multiple employees in different departments, where the access and use of the material should be tightly controlled.

With software stored profile LV SureDMSbusinesses can:

• Save 70% storage resources: Minimize storage space physics and cost management profile not important.
• 20% increase in productivity: Search, access, and use materials easily, anytime, anywhere.
• Ensure safety and security: Documents are stored with multiple layers of security, support decentralized details based on user roles.

Step 6: tracking status updates

Storage system documents required features track and update the status of each document. Software SureDMS provide monitoring tools, document status, help businesses understand the situation of each document, as the document has been processed, processing, or has expired.

The status monitor not only help ensure documents are timely updates, but also supported planning for the maintenance and maintenance data.

Step 7: remove record expired

Finally, businesses need to make remove the document has expired store in accordance with regulations. Not only does this save storage space but also ensure the confidentiality of your information. Made clear in the following ways:

• Document resume normal: cross out, cut, shredded, or use the machine for professional use.
• With record important documents: - browser and proceed to cancel by tearing small, the burning ...

6. The form supports the process of storing documents required

4.1 portfolio Template record storage

Template catalogue record storage help businesses easily categorize and sort documents in a systematic way. The establishment of this category also support the search for and retrieve information quickly when needed.

• Column 1: Write the number and sign of profile (follow the instructions at point d, under section 4, part B of this guide).
• Column 2: list the number and name of the big problem of small items (according to the instructions in point d, under section 4, part B of this guide).
• Column 3: list term preservation of records (permanent or time limited by the number of years specified)
• Column 4: Record the name, unit, or individual responsible for setting records.
• Column 5: Record special information about term preservation, of the founder records, transfer records from years ago to...

4.2 tracking Template document revision

This template is used to record and track the changes, editing in the process of document management. This is especially important with respect to the material legal as high as contracts, financial statements, or internal processes.

Content pattern includes:

• Code documentation
• Document version
• Date modified
• Content description edit
• Edit
• Approver
• Reasons for revision
• Revision history (integrated information from the previous version)

With these methods records storage professional and standard procedure ISO, businesses can significantly improve the ability to access information, reduce risk, save time. Moreover, the application of digital technology goods through the software document management as LV SureDMS will help businesses not only save storage costs, but also optimized resources, create favorable conditions for the sustainable development in the future. 

CONTACT INFORMATION:

• Lac Viet Informatics Joint Stock Company
• Hotline: (+84.28) 3842 3333
• Email: info@lacviet.vn – Website: www.lacviet.vn
• Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh