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Document Management for Energy and Utility Sector

Jan 7, 2017

Within the energy and utilities sector there is a legal requirement to back-up and store safely information in line with the Data Protection Act. The market it is housed within moves at an incredibly fast pace, and with so much information to be processed, about the products being sold, and regarding the large quantities of customers it is important to have a strong data management process for utility companies.

There are other legal requirements to take into consideration, including the HMRC requirements for all utility companies and those within the energy sector to comply with the Climate Change Levy Agreements, and for those local authorities that require a company to clearly demonstrate a solid data back-up strategy as part of due diligence during a tendering process.

Streamline Your Day-to-Day Operations

If your staff are at the coalface and speaking to potential customers on the phone, or dealing with current customers looking for an upgrade or to maybe leave, the best tools to provide them with are those which can be accessed smoothly, precisely and most importantly, speedily. You’ll need to give them access to instant quotes and price comparisons that you have on file, and be sure that all data is secure and backed up to cover the worst case scenarios. The last thing you need is for your customer service staff to lose access to crucial information that can make a difference to whether you make and keep a sale or customer.

 

Smooth Company Administration

Within all industries the admin side of things can be complex and messy, with the utility and energy sector no different. From legislation and documents adhering to the rules, to employment records and other types of sensitive information kept in documents, you have to have a plan on how to securely store documents. Whether you need a combination of off-site physical storage and online cloud storage, or one of the two, being able to quickly trace information to use on a daily basis where necessary, is vitally important.

Destroying Documents Securely and Legally

For certain documents you won’t be legally permitted to physically destroy them until a specific amount of time has been passed. The best document management systems will have in place strict time stamps that alert the customer of when a document is coming up for destruction, allowing them to reappraise and either keep them in archive physically, scan to a digital copy only or destroy the documents completely. For documents that are destroyed they should be shredded to protect the sensitive information that may be present within them. The Data Protection Act and time limits on kept documentation is important to be aware of at all times.

Within the fast-paced world of the utility sector staff and customers require access to documentation and long-term compliance information as soon as yesterday. Delivering complex data solutions is difficult, so you should utilise the expertise of a document management company who understands the industry and can deliver effective and manageable solutions to suit your needs and those of your customers.

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