Within any industry there is a legal requirement to manage documents in a certain way, and in the fast-paced world of the communications sector, document management is even more important. The Data Protection Act ensures that all communications correspondence and documentation is put through a thorough procedure and is stored safely, holding sensitive and private information in a way that isn’t compromised by the fast nature of the business, and the vast quantities of documents that are being processed.
There are always other legalities and processes to adhere to, depending on where the communications department is located. Local government agencies will have to demonstrate a different grasp of information retrieval than a private firm, but all companies will have a process in place to store potentially sensitive information in the safest way possible.
What are the benefits of putting in place a stringent document management system for the communications sector?
Improve the Work Processes on a Daily Basis
For a communications department to work well it has to have access to information and documents as quickly as possible. There will be documents required for the planning stages of new communications networks, as well as specific planning documents and requirements during the construction, testing and application stages of a communications project. For staff to have access to crucial documentation on-site, when they need it, rather than having to wait to find the physical copy of a document could make the difference between a task going ahead that same day, or being delayed for longer, costing the private company, or the taxpayer money.
Administration can be a complicated business in any sector, no less in the communication world. There might be a need to maintain a physical storage space for certain types of documents and information, putting together a hybrid document management plan that integrates specific and crucial information into a digitalised platform, but still retains the physical original at a different location for future use or for legal purposes. In terms of employment records and other types of potentially sensitive information, it is important to adhere to the legislation regarding this, and be able to quickly and accurately trace documentation relating to specific staff members when required by law.
Safe Destruction of Documentation
There are certain types of documentation within the communications sector that you cannot legally destroy, you will need the original copies archived physically at a storage facility, either indefinitely or for a certain legal period of time. However, a good document management system will offer time stamps and periods of time so that you are fully aware that documents you have placed in storage are due for destruction. The Data Protection Act has time limits imposed on certain types of documentation and when this limit is up you can be forewarned that it is time to either destroy the documents completely, continue to keep them stored physically or transfer them to a digital copy if you have not done so already.