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Do you have a Verifiable Audit Trail for your Documents?

You pride yourself on your organisational skills.  Each month, or perhaps even at the end of each week, you diligently file away your important business documents.  You may even have a meticulously labelled filing cabinet system to help keep you organised.  Great – you’re a step ahead of most of your industry colleagues and competitors!

Unfortunately, storage is only one piece – albeit an important piece – of records management.  With the GDPR in force, the ability to produce documentation related to the access and retrieval of your files at any given time is equally vital.  Knowing who created a record, which system the record was created with, and when it was created, provides the following benefits for your business:

  • regulatory compliance,
  • improved disaster recovery capabilities, and
  • operational efficiencies.

As a result, it’s critical to utilise tools and resources that provide you with an audit trail for your records during the retention lifecycle.

Examining your current storage situation

Storing business records internally within your organisation can give you a false sense of security.  While it may feel more comfortable to have your documents right under your nose, rarely does it add up to a cost-effective business decision.  Office space is extremely costly and the economics simply don’t add up when you’re allocating dedicated space to store rarely-accessed archival documents.

Beyond the cost outlays for space considerations, the administrative staff and expertise necessary for tracking and managing documents and files represents an additional investment in resources.  Assigning document access and retrieval projects to your staff – especially without them having the necessary knowledge of the best practices of records management– is neither economical nor the best use of your personnel assets.  After all, you need your staff to be able to focus on the core competencies of your business.

Situations can become even more complicated when there’s no systematic approach for storing and retrieving files – documents can easily become misplaced or lost.  Failure to produce files in a timely manner can result in:

  • legal and civil penalties,
  • damaged customer relations, and
  • the inability to restore critical business data.

Implementing a professional records management solution

professional records storage and management solution can help build upon your organisational skills by helping you identify your retention needs and by providing a systematic framework for accessing, retrieving, and destroying your business documents and files.  Transferring documents to an offsite records centre allows you to reduce your overhead storage and administrative costs while simultaneously enhancing your retention tracking capabilities.  The right service provider will utilize a combination of facilities and technology (such as ActiveWeb) that allows for:

  • comprehensive records organisation and cataloguing,
  • controlled access and retrieval,
  • lifecycle management, and
  • retention and destruction scheduling.

Since an offsite storage and scanning solution is often supplemented with features that enhance overall document accessibility, you have one less thing to worry about in the day-to-day management of your business and are always able to easily produce detailed information regarding your records inventory.

Archive Document Data Storage provides records storage and document scanning services to businesses throughout London, Swindon, and Bath.  To find out more, or to arrange a consultation, just email orders@archivestorage.net.

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