Records & Information Management Resolutions for 2018
2018 is almost here, and so is a fresh opportunity to manage your information better! Here are several information management strategies we recommend putting in place for 2018:
Update Your Retention Policies
An effective information management program needs clear and concise retention policies, and it follows that your retention periods should also be up to date. Make sure they’re consistent with state and federal laws and industry requirements. Remember that document retention policies apply equally to paper records and digital files, so be sure you have a storage and destruction plan for both. If your retention inventory and/or retention schedule have gotten out of control, seek the help of a records management provider who can implement an indexing and verification solution.
Purge the Paper Clutter
An updated retention policy gives you the green light to purge old documents. Make sure your document disposal processes are secure by using a NAID AAA Certified shredding partner. The National Association of Information Destruction (NAID) provides oversight for the shredding and destruction industry. NAID AAA Certified document destruction vendors are subject to stringent, surprise audits confirming their compliance with the following NAID security standards:
- Personnel screening practices
- Equipment and facility safety
- Insurance requirements
Your shredding partner delivers secure collection bins to your business. When your bins are full, they are picked up and transported to a shredding plant for destruction.
Give Your Documents the Protection They Deserve
Some of your documents should be kept permanently, including the following:
- Articles of incorporation
- Financial statements
- Tax records
- Real estate transaction records
- Insurance policies
Offsite document storage protects these vital records from catastrophic loss. A records center meets strict fire protection and building standards and is designed with structural integrity to withstand extreme weather. Comprehensive fire suppression systems that include in-rack sprinklers protect documents from fire and smoke. Each record is bar coded and tracked so you can quickly access your documents and files anytime.
Safeguard Your Digital Data
As cyber crimes continue to rise, you can bet that more businesses will have their data stolen in 2018. Make sure your backup strategy is supported by a media rotation and storage service. Your media is routinely rotated and moved offsite to a vault where it’s protected from unauthorized access and disasters. That way, if your company is a victim of hacking or ransomware, you still have access to your digital data.
Making and sticking to these information management resolutions will help your business stay efficient and secure in 2018.
Richards & Richards offers records and information management services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.