Record management is also known as Records and Management. Further record-keeping may be stated in various ways such as:- Listing, Recording, Reporting, or documentation.
The documentation is the more appropriate word for record-keeping.
Purpose:- Good record keeping can help to find the information you need. It promotes the creation of full and accurate records in the first place. It also involves storing and managing records appropriately, so that the information will be available to you when you need it.
Type Record-Keeping:- Some most significant record-keeping types are:-
1- Property records- title deeds and settlements.
2-Accounting papers including rentals, vouchers, surveys, and valuations.
6- Personal & political papers.
Benefits of financial record keeping:- Since record and documents are the elementary backbones of any organization, it is absolutely necessary to store preserve and manage those records, so that they can be utilized later to drive future business growth. Be it in an academic sector or in the field of finance and banking, smart record keeping is extremely essential to maintain the regular flow of your operational activities.
The good record-keeping strategy will help you extract the following benefits:-
1-Regular monitor the overall growth of your business.
2-Help you to strategic market-oriented business policy.
3-Identify income sources& track deductable expenses.
4-Fater decision making and higher work efficiency.
5-Allows you to attain complete regulatory compliances.
6- Protect highly prioritizes record from natural calamities.
Five steps Record Keeping System
Your system should give you accurate and useful information, so you can see how you are doing and you know when to act. These five easy steps will help you to create a simple financial record keeping system—Capture, Check, Record, Review, and Act.
1-Capture the information:-
“ Capture” is the most difficult step and it’s the most important part of the process. Keep a track of every amount you spend on your business and every amount you take in as sales. Take care to keep personal and business expenses separate even if you always pay your business back when you pay personal expenses out of that account.
Just get in the habit of gathering it, be sure everything you capture includes a description of the item, the amount and the date.
2-Check to make sure the information is complete and correct:- Spend an hour every two weeks or so going through every time you have captured and made sure that all the information is ready for recording.
Be sure you have included enough detail on what the expense was about, so you can record it accurately. A note for “paper $2.85, 6/12” might not be enough. What was the paper for? Was this a newspaper you bought for the office or did you buy a ream of paper for the computer?
Set up a specific time for a “check everything” appointment with yourself at the end of the alternate week, for example, every other Friday. Don’t wait too long or it will become more difficult to remember information.
3-Record the information to save it:- Recording means putting your financial information into the usable form. Turn everything you have checked over to your bookkeeper to record or record yourself. Do this monthly.
Input the information into a spreadsheet or accounting software, you might find that online software works best for you- you and your bookkeeper can both see the information and discuss it. Just be sure you get everything recorded each month, so you can review it.
4-Consolidate and Review the information:- After your financial information has been recorded each month, print out four reports: -a) balance sheet, b)An income statement (P&L), c) An account receivable aging report and d) An account payable report.
Include a comparison with the same report information from last month with each report. Pay special attention to specific information within report these reports.
5-Act based on what you know:-Act might mean doing nothing if everything looks alright. But at other times, it might mean making a chance to create trigger points where the information compels you to act. If you see liabilities increasing each month for three months on your balance sheet, this probably means assets or expenses are also increasing. Cut back on spending.
If you see that a particular expense is increasing as a percentage of sales on your income statement, ask yourself why? You might want to cut spending on other expenses to maintain your profit level if the increase is necessary.
Be assertive in going after slow payees that turn up on your accounts receivable aging report. The longer you let a debt go unpaid, the less likely it becomes that you will ever receive the money. Set up a collection system to make sure you are paid promptly. Don’t let slow payers assume that you don’t want your money because they have not heard from you in a while.
As for your accounts payable, pay what you can as quickly as you can. You can often get discounts by paying early. If you can’t pay your entire bill pay these that will cause you to incur penalties or that will affect your credit rating if you are not prompt.
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