‘’What do we do?’’

The managing director of XYZ & co. ltd echoed the question on everyone’s mind as they watched the investors drive off in their car.

The day did not start like that. In fact, it had been a beautiful day with the sun out in all its glory. Excitement was thick in the air as everyone anticipated the arrival of the investors from the ABC company. As much as everyone was happy, there was an underlying emotion: anxiety. This meeting was a big deal for XYZ & co. ltd and they all silently prayed for the contract to be finalized. There had been a lot of back and forth as they had been trying to partner with this company for years; not only because of its esteemed reputation but because of all the benefits that could be accrued from partnering with them. It means more profit, a better reputation, and public recognition of the company. More importantly, this was the deal that would land their competitors far behind them.

However, it was as though forces were against them because from the moment the investors set foot in the company, everything started going wrong. When the representatives came in, the reception was awesome, and everybody was all smiles and hopeful. Halfway into the meeting, the company’s generator started malfunctioning. Again.

This had been a major headache for the company because much money had been spent on fixing and refixing the generator even though it was brand new. Nobody knew if it was the brand of the generator or if they got a fake one from the wrong dealer; but whatever it was, it was bad, and this was terrible timing. It kept coming on and off until they had to put it off completely while hoping electricity would be restored. This was a bad representation, and the MD was aware. Fortunately, the partners did not seem to mind as they carried on the meeting.

A few minutes later, a random document, dated back to the company’s incorporation, was requested to clarify a glitch.

Easy.

They just had to go to the storage room and bring out the document, right?

Wrong.

When the storage room opened, it was a mess. Nobody realized how much documents had accumulated; papers lay there, stack upon stack in piles of dust. Documents from different years containing the company’s records. Important and non-important ones. Packed into files and stacked over each other. The wooden shelves that were supposed to serve as storage shelves were dilapidated and rotting. The documents were stacked high, and nobody knew where to start searching.

It was a complete mess.

They began sorting and searching and after several excruciating hours of inhaling dust and coughing, they finally called the search to a stop; apologized to the investors for keeping them waiting, and promised to send the document over. It was an important file so the meeting could not continue without it.

The annoyance and irritation were apparent in the investors’ faces as they shook hands with them and promised to “keep in touch”.

Nobody needed to tell them that they had lost the contract; after all, who would want to invest in a company that could not keep their files organized? How would they keep resources or profits organized? The entire experience was humiliating. This was going to leave a big dent in their reputation. The thought of needing a record management system never crossed their minds until then. ??

It was a disaster.

Let’s see what they could have done better.

• Get a reliable power supply system – like Cummins. Cummins generator sets are the best and they never disappoint or give out on you.
• Acquire a good record management system to help them shelve, manage, and archive their documents. This way, whenever a document is needed, no matter how old, it will be easier to access these documents as they will be labeled and stored accordingly.
• Get a good shelving system so their investors or visitors will not be greeted by the sight of dilapidated wooden storage and papers hanging off each other. This will present an organized and professional look to the company.
• Organize their records in a digital form so they would not have to sort through layers of documents. Imagine how easy and convenient it would have been if they had just pulled out their computers and printed a new copy of the document instead of trying to rifle through old files.

Point is, you need a good record management system to prevent unforeseen circumstances. There is a feeling of confidence that comes with getting your records in order and knowing you can get access to them whenever, wherever you are.

Fortunately, Havilah Group is a records and power solution company, which meets all the above-listed needs – and more.

We are specialized in Records Management, archive, and power solutions. Not only do we organize and digitize your records, but we also offer secure certified document shredding/destruction. We have on/offsite capabilities to complete your assignments most efficiently and professionally possible.

We also supply Cummins generator sets to businesses and organizations. Cummins power engines are strategically designed and powered by heavy-duty engines, which is why they are being deployed for vital applications at some of the biggest and best-known companies and institutions in the world.

A stitch in time saves nine, they say. Do not wait until a disaster happens before you equip your company with the ambience and reverence it deserves.

Send an email to [email protected] to get started on your record management, archiving/digitization, and power solutions journey.