Lack of proper filing systems poses a risk for business

As every good PA knows, keeping on top of a proper filing system is essential in order to protect a company’s confidential information. It appears that some office professionals need to up their game, however, as a new survey shows that sensitive records are being left in plain sight due to poor file management, putting firms at risk of corporate espionage, or even lawsuits due to personal information being leaked.

According to the survey conducted by information management company Iron Mountain, close to half of office workers across the UK (45%) have seen confidential employee or business records left behind on photocopiers and printers, or out on desks. The documents typically relate to colleagues’ salary or bonus details (seen by 22%), performance review or appraisal information (14%) and company financial information (9%).

In answer to the question of why this is happening, the survey reveals that more than half of firms (58%) have no central paper archive, with nearly a quarter (22%) admitting there are no rules or guidelines in place to govern how paper documents are managed. Instead, employees are left to decide how, or even whether, to file information. Only 6% of firms have a designated data protection officer who communicates what the filing system should look like. This role will soon become a requirement of companies across Europe if proposed legislation is passed.

While 42% of employees describe their company’s document management as “well-ordered” and “under control,” one in 10 describes their work environment as “paper chaos,” with disorganised piles of paper making it difficult for staff to locate documents. Between the two extremes are businesses that have decided to give their employees the freedom to assess their own needs for managing sensitive documents. One in ten also describes their office as paper-free, eliminating the need for a filing system entirely.