Moving Office? Top Records Management Tips Revealed

Are you planning an office relocation in 2018? Throughout the moving process, businesses risk leaving behind or mislaying sensitive data, which can result in privacy breaches and devastating fines. In this blog, we outline the steps businesses should take to protect their paper documents and IT/media throughout the moving process.

Carry Out An Information Audit

An information audit should be carried out to identify what data your business currently stores and how you store it. Create an Information Asset Register of the data you have in your possession (both electronic and hard copy) and review it against the business’ Records Retention Policy to identify the data that you no longer need. Going forward, you could use a records management platform, such as ActiveWeb, to create a retention schedule so that you are not storing files for longer than legally necessary.

Securely Destroy Files You No Longer Need

Clear out files which have exceeded their legal retention requirements before the move so that you don’t waste time packing and un-packing documents, not to mention waste storage space at your new office. These unwanted files may contain sensitive data – the most reliable way to securely destroy them is to use a secure destruction service. First, secure destruction sacks are delivered to your office. Next, a screened shredding technician collects the filled sacks and shreds the contents with an industrial-grade shredding machine. Finally, you receive a Certificate of Destruction at the end of process so that you can prove compliance with the GDPR.

Invest in Offsite Storage

Renting an office space is often expensive as it is charged by square footage. Offsite storage is a cheaper and more secure solution. The following features are built into a secure records centre to ensure the long-term protection of your files:

  • external perimeter security
  • 24-hour internal staffing
  • motion detectors
  • fire detection and suppression technology
  • secure loading and unloading areas

However, many businesses worry that storing their files offsite means that they won’t have instant access to their files. Great news – this is not the case…

Scan Your Active Files

An offsite storage facility with a professional scanning service means that documents can be viewed and requested anytime with a secure online ordering system. Barcode technology tracks your files and ensures they are always accessible at your request. So, instead of using filing cabinets onsite to store and retrieve your most frequently accessed information, digital files can be accessed and shared with authorised users with the click of a mouse. What’s more, the document scanning service does the prepping, indexing and imaging for you. It provides a paperless solution that eliminates paper storage costs and streamlines your organisation’s workflow processes.

Dispose of expired IT assets

Consider your IT strategy and how it can be implemented in your new workplace – planning your IT relocation in advance will help to eliminate delays and disruption to services. Where are you storing your data and at what cost? Carry out an IT audit, then use ActiveWeb to track your IT/media in the new workplace – all the IT equipment is assigned a barcode for easy tracking. Use a secure destruction service to destroy any redundant IT/media beyond recognition.

Moving offices doesn’t need to be stressful. The records management tips in this blog should see your office move running as smooth as clockwork.

Archive Document Data Storage (ADDS) offers file storagedocument scanning and secure destruction services to businesses throughout London, Bristol, Bath, and Swindon. For more information, please contact us.

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