Anytime is the perfect time to review essential business processes. Your records management policies and procedures are no exception. Here are tips for making sure your records management practices are up to par.
Retention Scheduling and Classification
Now is a good time to gain a better grasp on your records inventory. Every document has a retention lifecycle. Records retention schedules are based on the legal, fiscal and administrative value of your information. They can also be specific to your industry. For a full understanding of your organization’s legal and regulatory retention obligations, consult with your attorney.
Storage and Security
Once you’ve determined what records you have and how long they must be retained, it’s important to develop an efficient and secure storage solution. Make sure your records are protected from the following threats:
- Unauthorized access
- Fires and floods
- Natural disasters
A records storage service offers a cost-effective solution for enhancing the security of your records. Your records are managed offsite in a professional records centre—a climate-controlled facility designed and built for the protection and preservation of documents and files. Fire, theft and natural disaster risks are minimized with the following technologies:
- Entry access control
- Intrusion alarms
- Closed-circuit video monitoring
- Smoke, heat and fire detection
- Fire suppression
Your documents are stored on state-of-the-art, purpose-built carton racking systems equipped with in-rack sprinklers and automatic, motion-sensor lights.
Active File Accessibility
Your most active files should be properly organized, indexed and classified for quick and easy retrieval. An active file service eliminates costly, in-house active file retrieval processes. Barcodes are applied to your records as they are stored, enabling all file activity to be tracked. Professional records technicians keep your document inventory organized and retrieve your files for you. When a file is requested, it’s physically delivered to you or sent electronically through Scan on Demand.
Every organization has to have a plan for disposing of records that reach the end of their retention lifecycle. Efficiency and security are crucial. Final disposition of your documents and files should be controlled, verifiable and secure.
NAID AAA Certified shredding is the only real option, since it offers a secure destruction of expired documents containing sensitive and confidential information. Locked shred collection containers placed in your office enable your staff to drop no-longer-needed documents and files inside and move on with what they were doing. On a schedule tailored to your needs, the contents of your container are collected and destroyed by a background-screened, bonded and uniformed shredding specialist. A Certificate of Destruction is issued at the completion of your document shredding project.
Take this opportunity to bring your records management up to par and make the rest of the year more productive!
FileBank Records Centre serves businesses throughout Canada with professional records storage and management solutions. For more information about our services, please contact us by phone or complete the form on this page.