Wednesday, May 15, 2019

What Is Good Record Management?

If there is something I've learned from blogging and freelancing, it's organisation. I remember back in November 2016 when I was a fresher to the copywriting game. I had acquired my first client so went about designing and sending out my first welcome pack, contract, and invoice (before I discovered PayPal invoices). I relied on the fact that all could just be stored on email, until a minor dispute ensued over the terms of the contract. It was only then I learned the value of having all documents properly saved classified by client rather than having to trawl through emails just to prove a point. I also learned a big lesson in confirming by email any agreements made on the phone.

As a blogger (or business owner), you should have an effective records management system. What do I mean? I am speaking of things such as any invoices sent out to brands, receipts related to your blog's expenses, contracts, confirmation emails and the like. Maintaining an effective records management system includes classification, prioritising, storing, securing, archiving, maintaining, recovering, tracking and abolishing records. When you consider how important and potentially complex this process is, you see why it is crucial to get records management right.


The goal for any blogger is to find a records management system that is both secure and effective. For me, it was a spreadsheet on Google docs and folders on my computer. If you blog as a hobby this should be enough.

However, if you run a business or make money from your blog, then your solution should provide you with very secure retrieval software and immediate availability of records. After all, you never know if you may need them for future reference, audits or even a legal matter. But this shouldn't break the bank! In fact, any software which does manage your archiving should actually help you to lower your costs. There are many online resources such as https://www.templafy.com/digital-asset-management/ which can explain how to organise your digital assets efficiently and in an affordable manner.
So how do you know whether you're on your way to achieving good organisation of all your files? Well it's simple! Here are a few tips:


•    Back them up! (As in, save them in more than one place)
•    Make sure they are secure (always keep your computer password protected!)
•    If you've made any amendments to your contracts, save the latest version
•    Store them on the cloud - they will never get lost!

To conclude, if your records management system boasts the qualities that have been mentioned, you can be confident that you have a solid base for managing your important files and data. Don’t underestimate the importance of this - especially if you work with clients and your finances depend on it!

How do you store and archive your files? Have you ever had a security breach, or a dispute with a client or brand, perhaps?

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This is a collaborative post and may have some affiliate links.
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4 comments

  1. I don't run a business, but this is a good post to keep on hand if I ever get to that point.

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  2. In the past, I have stored information via email and in folders on my computer. In the future, I plan to explore the full potential of PayPal for invoicing.

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