Choosing a Charlotte Document Storage & Records Management Company
Records Information Management or RIM has a lot of moving and working parts. The way to store, retrieve, and organize business records, important documents and personal files can be pretty challenging. That is where document management firms can help people streamline their businesses.
Firms can use this kind of storage solution or record management firms to help them free up some storage space in their office, securely and safely store static and vital files that need to be retrieved, as well as improve their office workflow. There are a lot of Record Storage companies – but it is very hard to sum everything up in just one article.
Listed below are some things experts can recommend to get businesses on the right track with their paper document management program. They can use these simple steps to help them figure out their document management needs and help them choose the perfect record storage firm for their businesses. If businesses know what off-site documentation storage service provider they need or have questions about the services, they require to talk to experts to help them find the perfect service provider for their company’s needs.
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Step one: Define what records they need to store
When companies are developing their record storage system, one of the first things they need to consider is knowing what kind of documentation they require to store and what it means to their business. Experts usually define records as information that is stored for a defined period, either legal, business, or regulatory reasons.
It is very easy to know what organizations need for business reasons, but it is a different story when they require storing data for regulatory or legal purposes. There are a lot of reasons why companies need to retain documentation this way, but it is very important to take time to understand the requirements and laws of their state, city, and industry. Remembering this information will help organizations determine what type of documentation scanning or records storage system they might need.
Step two: Ensure records are properly disposed
The records, like corporate files, are not hard to find. But secondary documentations that workers have in their offices or desks are another story. Secondary documentation or files prove to be pretty hard to find and organize during litigation. Remember the issue with Erin Brokovich? She won the groundbreaking case with the help of an angry employee who failed to destroy the records in their possession. The same problem hit cigarette makers over ten years.
All records in the company’s possession should plan how to store and organize their secondary files. Digital files are also a big part of the organization’s management program. Instant messages and Electronic Mail or E-Mail is also subject to record retention requirements.
Step three: How long do companies need to retain their records?
Every file or record the organization store or file has particular timing attached to it for regulatory, business, or legal reasons. There are a lot of regulations and several organizations that require specific types of documentation, like public firms that need to understand Securities and Exchange Commission retention and reporting requirements like the Sarbanes-Oxley Act.
There are also government and regulatory agencies that have their own retention requirements like the labor department’s OSHA or Occupational Safety and Health Administration, Equal Employment Opportunity Commission, Environmental Protection Agency, and Health Department and Human Services.
For more info about documentation management, https://en.wikipedia.org/wiki/Records_management for details.
Do not forget the local and state regulatory agencies, as well as law enforcement requirements that may also apply to the business and their workers. Listed below are some of the standardized retention times that companies need to be maintained.
They understood different retention times, as well as developing concrete record management plans to minimize ligation risks and help firms organize their workflow better.
Do not wait for the legal counsels to identify crucial and vital files that the organization needs to retain.
Step four: How long will it take for organizations to find a file or record?
Once the company organized and implemented its records, the next thing to do is to evaluate the amount of time it will take to retrieve, re-file, and copy documentations in the newly-built system. Evaluate the benefits and cost of having the records on-site. Does it make a lot of sense to have a good system where the firm has thousands of important files on their hands but will only access a couple of hundred per week?
It is where storage, backup systems, and records scanning services come into play. These things make every record easier to keep track of, store, or retrieve. A regularly scheduled data backup will also make sure that the digital information is not destroyed or lost in the event that the company’s computers crash or in case of corrupted data.
Any data that the organization needs to retain but don’t access regularly can be stored outside the facility. They can even store data that are frequently accessed and use document-retrieval services to have them delivered at their doorsteps. Firms should always keep their files and documentations that they constantly access on hand. They can also use scanning services to digitize all their files for easy access.
By minimizing the volume of files at the office, people will be able to find important things, streamline their workflow, as well as maximize their productivity. To know various systems that fit the company, they can do some thorough research on record storage systems in Yelp, Google, and other relevant websites.
Step five: How do firms dispose of files that are past their retention time or expired?
Once files are past their retention time, organizations need to make sure that they are adequately destroyed or shredded. Corporate spies and identity thieves thrive on firms that do not have a proper document disposal procedure in their documentation management plan.
Confidential personal files, business information, as well as documentations containing personal data, need to be appropriately shredded or destroyed. Suppose the company is retiring or selling their copiers, phones, hard drives, fax machines, hard drives, or any electronic equipment that might store vital company information.
In that case, they need to make sure that they are degaussed or shredded the right way. Some data breaches that happened in the past are related to improper destruction of organization records – do not expose the firm to these unnecessary risks.