Whatsapp is a tool more modern business,thus,it is necessary to keep record of your whatsapp chats.

Keeping good records is vital for any business. Whether that’s to help manage your costs, whether it’s for legal, regulatory or tax reasons, or simply to help manage and improve your business.  Collecting, storing and effectively analysing your data is vital.

Figures suggest that UK businesses have room for improvement when it comes to record-keeping. Up until 4 January 2012, 2,437 business records checks had been carried out and HMRC found that 39% of businesses visited had some issue with their record-keeping.

So what are the reasons for keeping track of your data?  What data should you keep and how long should you keep it for?

You have a legal obligation to maintain adequate records

Firstly, you have to keep adequate records by law.  If you’re a limited company you must have company information such as your articles and memorandum of association, a record of directors, minutes for periodic meetings, your registered office address and any rights people may hold over any of your assets.

You also have to provide adequate accounts to HMRC and these have to be backed up by adequate records and processes.   Failure to keep adequate information can lead to inspections by HMRC and fines, suspension of trading or even prison.  Furthermore, service industries such as Electrical, Plumbing and Drainage contractors are seen as higher risk by HRMC and this means that it’s more likely your records and processes will be inspected at some stage.

HMRC guidance explicitly states: “You must keep records of all your business transactions”. It also states: “If you do not keep adequate records or you do not keep your records for the required period of time, you may have to pay a penalty.”

You may also need to provide historic information for insurance purposes; it may be required by any associations you are a member of or, in the worst case, by the courts if you have a legal complaint against yourselves.

Keeping records to help improve and grow your business

Management consultants often say that the key to improvement is setting adequate targets, or SMART GOALS. In terms of record keeping it is the M, or measurable which is key.  Without adequate records it would be impossible to measure where you are and to keep track of your progress.

Financial information such as costs, revenues and profits should be available from your accounting system.  Information on what work you’ve done, for who and when should be readily available from your job management system, whilst customer information could be gleaned from your Customer Relationship Management (CRM) system if you have one.

How to save your whatsapp chat history

Your WhatsApp chats are automatically backed up and saved daily to your phone’s memory. Depending on your settings, you can also periodically back up your WhatsApp chats to Google drive If you uninstall WhatsApp from your phone, but don’t want to lose any of your messages, be sure to manually back up your chats before uninstalling.

Back up chats

Go to WhatsApp > tap More options > Settings > Chats > Chat backup > BACK UP.

Export chat history

You can use the export chat feature to export a copy of the chat history from an individual or group chat.

Note: This feature isn’t supported in Germany.

  1. Open the individual or group chat.
  2. Tap more options > More > Export chat.
  3. Choose whether to export with media or without media.

An email will be composed with your chat history attached as a .txt document.

Note:

  • If you choose to attach media, the most recent media sent will be added as attachments.
  • When exporting with media, you can send up to 10,000 latest messages. Without media, you can send 40,000 messages. These constraints are due to maximum email sizes.

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