When it comes to running a facility, there are many important tasks to remember and keeping company information safe is just one of them.
While it may not seem imperative that a maintenance facility keep paperwork private, often there is information that needs to remain within the management. For instance, contract information is just one aspect that should be kept private. If an employee decided to leave the job or even be let go, it is possible that this person may want to contact some of the private contracts and try to get the client for themselves.
Another piece of data that is private is safety records and information about equipment upkeep. These are things that can be altered if they fall into the wrong hands. An example is that there is an accident at your facility and the person responsible for the upkeep of that piece of equipment did not do their job. If the paperwork is lost or altered, the responsible party may not be held accountable which falls to the maintenance supervisor to take the responsibility for.
Also Read: The Importance of Building Safety
Assets are another thing to consider. If a less-than-honest person is able to locate the paperwork on a piece of equipment, they can return the item or sell it to someone else.
Obviously these assumptions are based on dishonest employees having access to private data but it does happen and one way to ensure that your records are kept confidential is to invest in a web-based Computer Maintenance Management Software. Your assets, work orders, and more are kept where only certain users can access them. This means no more lost paperwork, work orders cannot be altered, and all assets, warranties, and sales receipts can be uploaded so that they too are kept confidential. Plus not to mention that you are not having to pay for all that extra cost of security in your server room.
While there is no reason to automatically distrust your employees, sometimes having the temptation removed entirely is your best bet in keeping everyone honest. With the right software, you take what you want and keep it private while bettering your work environment. Not only does it make your job easier but it keeps things more secure at your facility.