The ability to provide a quick, high-quality and reliable service is often the difference between keeping a client or losing a valuable account – and even going out of business.
Going by the premise of a “when, not if” disaster – the company that has made (and tested) provisions for managing and surviving an emergency will be the one that remains in business; keeping customers and maintaining investor’s trust.
Dajon Data Management have managed a vast array of highly sensitive records, providing offsite records management & backup protection for over a decade.
We are your trusted partner, who will give you the critical skills and tools that you need to help your business survive the tough times.
Business Process Management
Business Process Management (BPM) investigates how your business could gain competitive advantage by improving your processes. It does not necessarily involve the implementation of brand new systems; it can purely be the re-thinking of a human-to-human activity that has the potential to create stress and halt the smooth operation of a business. In such cases, the first thought process would usually be to “throw resources” at the problem.
The BPM approach is used to reappraise necessary working practices – and eradicate unnecessary tasks. In the past the phrase “lateral thinking” would have be used, but BPM is more a case of the logical application of common sense to work activities.
BPM encompasses Workflow, ECM, BPI and BPR, SOA, Six Sigma and Lean – depending on the individual company and the processes under investigation. You should always study and fully understand your processes before you try to apply technological solutions. By doing this, you will discover what (and where) change is really needed – and the best way to implement the change. BPM will also highlight any existing technologies within the business that can be re-used or built upon – rather than taking on another system to do the job.
Records Management (RM) is the key to effective compliance with legislation and regulatory bodies i.e. working to standards such as ISO 15489, BIP 0008 and BS10008. Retention and destruction policies should be developed. Emails should also be brought in to the records and document management framework.
The use of electronic systems for records storage and archiving results in a greater need to have effective policies in place. If the policies are not working for you, you will struggle with Legal Discovery and may fail in the early stages of litigation. The cost in modern times of legal discovery is huge – and it takes many weeks or months for the average case to be resolved.
Why do so many organisations have to settle out of court? – Because the cost of defending is simply too high, due to a lack of control over email.
The management of emails is a bigger issue these days, as the use of email has organically found its way in to the business world. Many organisations have well defined records and document management structures and practices in place, but emails are often not included as part of these formalised practices – the average user has no realisation of just how vital their emails are to the business, particularly at a time of legal discovery.
Email, as with any other document, needs guidance and control to protect both the company and employee. Deletion too early could be just as important as keeping something that should have been destroyed.
Both of these scenarios can cause major problems – and it’s important to remember that an email should be assessed on its own merits – i.e. content, context and purpose – just like any other kind of document.