Is records management currently an afterthought in your organization?
Many businesses don’t have the expertise or resources to manage information properly. A professional records management service can help you to do that by implementing formal processes and systems that increase productivity and profitability.
Here are a few ways your business can benefit from a professional records management service:
Records security and protection
Poor records security and protection is a leading cause of corporate identity theft, business fraud and data loss. A professional records management plan identifies physical security and safety risks that you may have overlooked, such as:
- Unlocked file cabinets
- Unmonitored document retrieval
- Water and fire damage exposure
Professional records storage eliminates these risks. Record centers are designed with the following features to protect paper documents from unauthorized access and physical damage:
- Perimeter security
- In-rack fire suppression systems
- Security camera monitoring
In addition to those security features, records center professionals will manage your offsite inventory and adhere to strict information handling procedures at all times to maintain chain of custody for your records.
Your company must follow state, local and federal retention laws. If documents are kept too long or destroyed too soon it can result in thousands of dollars of fines. A professional records management service keeps your records organized and controlled for retention lifecycle compliance. Specialized records technology with a secure web link gives authorized end users in your organization the ability to stay on top of retention requirements for:
- Viewing of retention inventory
- Retention lifecycle monitoring and adjustment
- Verifying and editing of destruction dates
With your final authorization, your records management provider destroys documents for final disposition per retention guidelines.
Efficient file retrieval
Manually retrieving files from filing cabinets is a time consuming way to access information; especially if documents aren’t properly organized in the first place. A professional records management service offers a couple of ways to streamline file retrieval processes for your staff. First, active records can be scanned and converted to electronic access for swift digital access. Second, archival documents stored off-site in a commercial records center can be retrieved for you as soon as they’re requested. Files can be either hand delivered or converted to digital files with a Scan on Demand solution for electronic delivery.
Lastly, but no less important, a professional records management service can also have a positive impact on your company’s bottom line. Maintaining and managing records inventories internally increases your overhead and administrative costs. Office space for storing documents and files is expensive. So is hiring a full time records manager. A professional records management service eliminates these costs while providing you with a reliable off-site document storage and management solution.
A professional records management service helps you control your information from creation to final disposition for improved security, compliance and productivity.
Richards & Richards provides records and information management services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.