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7 Tips for keeping cemetery records

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If you are a cemetery, crematorium, or funeral home, you need to keep records; not just financial and regulatory but also information on your customers, their families, and their relationships. Does your current cemetery records keeping solution suit your needs? Are you still sifting through paper files to find records?

The below tips will help your cemetery or crematoria keep accurate and relevant records to meet your current and future needs. 

A Digital Solution for Keeping Records 

Your cemetery needs a system and not a manual one. Increasingly the expectation from customers, your community and regulatory authorities is that your system is online and accessible. How much time would you save if all your deceased records were online and able to be searched? For many cemeteries responding to requests to search records takes resources away from the day to day running and operations of the business. The more records you have, the more resources are being spent searching through these.

A fully integrated solution will enable you to report on your finances, regulatory requirements, deceased search, business trends, available inventory, and much more. Can your current solution do this? A comprehensive solution can manage everything from funeral home bookings, chapel hire and event management, plot management, interred records and compliance, and much more.

Ensuring Accuracy in Record Keeping 

Your records need to be accurate. The single most important step to moving to a digital solution is ensuring all your data is migrated into your new cemetery software. This process alone will often identify duplicates, missing records, damaged or incorrect records.

Depending on the storage conditions and access to your historical records, they may in part be unreadable and damaged by age, wear, and tear. Consider reaching out to your local community who can help; they may be at the local church, historical society, council, etc. Remember your records show the path of growth and development for your community, local celebrities, settlers, and are important for your community history.

Compliance in Records Keeping 

An accurate solution means meeting your regulatory and compliance requirements is easy. An easy access dashboard with standardized reporting will ensure that you have the information you need at hand instantly and in a real-time environment.

In addition to information as required, you can schedule standard reports to be available based on your local reporting requirements and compliance. Rather than recreating these reports each time, new data will automatically be bought in and reflected in reporting. 

Using Business Intelligence to get the most from your records 

Do you know your sales revenue trends, your largest customer base or supplier base? This information allows you to prepare your business for future trends better, and to address any areas within the business that is not performing as expected.

Using Analytics over your data provides an objective way to identify trends within each area of your business, as well as over the entire business. Giving you the proof of what is working and what needs addressing.

Meeting expectations with Customer Records 

With your records online you are now able to respond quickly to any deceased search queries, but you can also share this information online so anyone anywhere can view the records of people buried or interred at your site. Opening up your business to a new audience, and audience who may help increase your revenue.

Interest in genealogy continues to grow as it has for the last few decades. People want to trace their family history from anywhere in the world at any time. It is easier for them, and for a cemetery or crematorium to have those records online and accessible where possible.

Making sure your Records are Safe 

Make sure your records and the information you are storing is safe and secure. Most solutions are role / permission based so you can set up the structure you need to ensure users can only see and edit the information that is relevant to their role.

Using role-based security also means users are compelled to use your business process for each department. Meaning more efficiency, fewer errors, and reducing the induction and training time for new employees.

Disaster Recovery for Fatal Incidents 

With any digital solution make sure you schedule regular back-ups of your data and test these back-ups work. There is nothing worse than thinking those weekly backups are working to discover after a critical incident you are unable to use or restore data.

Disasters are usually unpredicted but can have a catastrophic impact on your business; they may include fire, flood, tornado, anything.

Each of these steps can help manage the lifecycle of records for your cemetery or crematoria. Ensuring that you are meeting your compliance requirements, exceeding community demand, and planning for the future of your business. 

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Wednesday, 16 October 2019

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