Improve business processes, release valuable office space and meet compliance rules.
By virtue of its nature, records management is often overlooked as a vital business function.
When office space is required or storage is tight, paper based records are often boxed up and sent for off-site storage with little or no planning.
This results in difficulties related to identifying and retrieving information in a timely manner.
Also, without retention and destruction policies the, storage needs continue to grow.
This can have a knock on effect on business operations.
The ability to make swift, well informed business decisions is often hampered by not being able to locate and access relevant information leading to lengthy and repeated research.
By turning to a specialist records management company processes can be implemented to simplify the archive management process, ensuring that required information can be accessed in a timely manner.
With sophisticated delivery methods such as scan on demand and software as a service or pay as you grow solutions, documents can be retrieved from archive, scanned and made available for authorized users within 2 hours.
Coupled to this the extensive audit trail capabilities and retention scheduling compliance and regulatory issues become a thing of the past.
Security of corporate information is a key factor when deciding to send records offsite to managed service providers.
However, with computer based access controls and password protection preventing access to records, you can rest assured that your organizational records will not be susceptible to prying eyes.
Alongside this is physical security, records centers should be protected from intruders and fire with alarm systems and CCTV linked to monitoring centers.
By investing a little time on each file or box of records being sent offsite, time and expense will be saved in the future.
Recording accurate details of what is contained within boxes and files along with details of when they are due for destruction is critical.
Without such information, storage needs will be forever increasing, with only new items being added and nothing destroyed.
It could also become very difficult to locate the required records in a timely manner.
Service providers should provide clients with access to a central database to record this information ensuring that management can access information in the future.