Proper information management practices can help your organization to be financially and legally stable. To ensure your processes are efficient and secure, we’re sharing the key areas you should focus on here.
Efficient and secure information management begins with document storage. Your records should be safeguarded from a variety of risks. You want to make sure your records are protected from:
- Unauthorized access
- Fires and floods
- Natural disasters
A record storage service professionally manages your documents off site in a specially-built facility. This records centre is designed specifically for the protection and preservation of paper records. Fire, theft and natural disaster risks are minimized through the use of the following features:
- Entry access control
- Intrusion alarms
- Closed-circuit video monitoring
- Smoke, heat and fire detection technology
Climate control systems regulate temperature and humidity levels for optimal preservation of paper records. Your documents are stored on state-of-the-art carton racking systems equipped with in-rack sprinklers and automatic, motion-sensor lights.
Besides improving the security of your documents, a records storage service eliminates time-consuming and costly file retrieval procedures. Barcode tracking systems are used, which provides continuous document tracking as each one is stored. Professional records technicians handle your document retrievals and returns. You simply request your records and they’re physically delivered or sent electronically with a Scan on Demand service.
Digitizing your paper documents is also an effective way to streamline file retrieval within your organization. Digital files can be centrally stored in a secure, online document management application for quick access and distribution.
Your storage provider may offer these document scanning and management services as well. They will make sure that your records are professionally converted to digital files, and then integrated with a system that supports your Enterprise Content Management (“ECM”) needs.
Security and efficiency are essential to maintaining information security through document and data destruction. Privacy breach exposure and legal liability are compounded when you don’t destroy your documents promptly and thoroughly. You need better service than what you get from an office shredder, which usually isn’t efficient or secure.
A NAID AAA Certified secure shredding service guarantees that your documents are quickly and completely destroyed. The service places locked shredding containers conveniently around your office. Your employees take their old documents to the collection containers. When the consoles are full, a professional shredding technician collects the documents and destroys them.
You can have your documents shredded on-site at your office with a mobile shredding vehicle or off-site at a secure shredding plant. Both options save your staff valuable time and ensure your information is securely destroyed.
A more efficient and secure information processes will lower your costs and reduce the risks your business faces.
FileBank offers records and information management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page