Poor Records Management: A Lesson in Finding a Better Way

A few months ago, one of our clients, Sarah, shared a frustrating experience that also opened her eyes to a better way of managing records—by working with us. Sarah needed an important legal document from a local institution. She expected a quick and easy process and was confident she’d have it soon. But things didn’t go as planned.

After several days of delays and complaints, the institution’s staff finally brought her to a cluttered storage room filled with random filing cabinets and cardboard boxes. Sarah spent over an hour searching the piles, alongside the staff. When they finally found her file, she was shocked by its poor condition. Pages were scattered, covered in dust, and some were even torn or missing. Frustrated, she wondered why retrieving a simple document had to be so chaotic.

Sarah left feeling disheartened, having wasted time only to receive an unusable document. But this story has a silver lining. Her experience ultimately led her to discover Records Management by Havilah Group—a solution designed to prevent exactly these problems.

Discovering the Solution: Records Management by Havilah Group

 

Sarah’s search for a crucial legal document started as a simple request but quickly became a frustrating ordeal. She found herself navigating disorganized storage rooms, incomplete records, and wasting valuable time. Then, she discovered Havilah Group. With our Records Management system, Sarah gained quick, reliable access to her records and newfound confidence in the security, organization, and integrity of her important documents.

poor document handling can lead to significant time and cost inefficiencies

 

Here’s how Havilah Group’s professional Records Management solution transformed Sarah’s perspective and could potentially transform yours:

 

Easy and Fast Access to Records:

One of the biggest challenges in traditional records management is locating the right document at the right time. With Havilah Group, accessing records becomes streamlined and efficient. Digitized files and indexed archives allow users to retrieve documents within minutes, saving countless hours and eliminating the frustration of searching through endless paper stacks. This accessibility is designed with clients’ needs in mind, ensuring that every document is just a search away.

 

Enhanced Security:

Document security is paramount, especially when dealing with sensitive information. Havilah Group takes extra precautions by implementing multi-layered security protocols, from encryption for digital files to restricted access to physical archives. Our team understands the value of client privacy and ensures that every document is stored safely and handled with the utmost confidentiality.

 

Optimized Space Usage:

Physical storage often becomes a growing concern as records accumulate. Havilah Group optimizes your storage space by converting bulky files into digital formats, reducing the need for expansive physical storage. For institutions still in need of physical records, our filing and storage systems are designed to maximize space efficiency while maintaining organization and accessibility.

 

Efficient Disposal or Archiving: 

One common records management issue is holding on to outdated, irrelevant documents. Havilah Group’s team employs best practices for the archival and disposal of records, allowing clients to maintain only necessary files and securely dispose of those no longer needed. Our disposal methods are environmentally sound, with document destruction processes that prioritize sustainability.

 

Proper Classification and Indexing: 

Classifying documents by type, category, and relevance is essential for efficient retrieval and organization. Havilah Group employs advanced indexing techniques that ensure documents are cataloged in a logical, user-friendly manner. Every file is stored where it makes sense, ready to be accessed whenever needed, cutting down the time spent locating critical information.

 

Environmentally Friendly: 

The traditional approach to storing files can often lead to excessive paper use and waste. Havilah Group offers environmentally friendly alternatives through digital conversion and secure recycling of paper documents. Our approach not only saves physical space but also aligns with eco-conscious practices, reducing waste and minimizing carbon footprints.

At Havilah Group, we’re committed not only to storing your files but also to transforming the way you manage and protect your most valuable assets—your records. We invite you to avoid the pitfalls of outdated filing systems and embrace a more efficient, secure, and sustainable future with Havilah’s Records Management solution.

 

Let us be the partner you can trust to help you protect, manage, and access the documents that matter most.
Learn more about our Records Management Services(https://www.havilahgroup.ng/about-us/) that can streamline your document access and security needs.