5 Records Management Tips to Put in Practice Now
Do you have a handle on your records? If not, your business won’t keep up with compliance requirements and give its customers the service they deserve. Here are five records management tips to put into practice now:
1. Take Inventory
Although sorting and classifying documents takes time, it’s essential for an effective records management program. A document classification and indexing scheme should support your business functions and daily activity. Start with a broad category, such as “Financial Documents.” From there, you can subdivide the category into sub-folders. If the process is too overwhelming, call a records management specialist to index your documents and create a customized file access system.
2. Implement a Storage Solution
Where you store your records has a direct impact on your ability to manage them efficiently. Document storage spaces should be clutter-free and secure. Unfortunately, in-house storage systems are often the opposite: messy and vulnerable to unauthorized access.
By investing in records storage service, you get a turnkey storage and management solution. Your records are tracked with barcode technology and entered into an online database that lets you view, sort and adjust retention and disposition schedules as needed. You will know when records are nearing the end of their lifecycle and have the option of having them professionally shredded.
3. Develop a Shredding Policy
A solid records management plan includes having a plan for the final disposition of confidential information. Your shredding policy should be secure, consistent and easy to follow. Make sure it includes the destruction of electronic devices and hardcopy documents. A NAID AAA Certified shredding service ensures all your information is disposed of securely and in accordance with state and federal privacy protection laws.
4. Streamline Your File Retrieval Processes
Nothing is more stressful and time consuming than digging through a file cabinet packed with documents. Consider streamlining your file retrieval processes by digitizing your most active documents. A document scanning service converts your records to digital files that can be stored in an online document management system. Imaging professionals with state-of-the-art scanners and advanced software handle the entire digitization process for you, including:
- Scanning preparation
- Data entry
- High-volume scanning
- Quality assurance
- Exporting data
Your digital documents are made fully searchable so you can find them quickly with simple keyword searches.
5. Make a Disaster Recovery Plan
Records management means making sure you can access your information, even in the worst of circumstances. A disaster recovery plan helps you do just that. Yours should include an emergency communication plan that supports employee roles and responsibilities. Also make sure your data is backed up and stored offsite. And don’t forget to review your plan with your staff so everyone knows exactly what to do and where to go in the event of a fire, flood or natural disaster.
What are you waiting for? Use these records management tips to create long-term benefits for your business!
Richards & Richards provides records management services for business throughout Nashville. For more information, please contact us by phone or complete the form on this page.