Ways to Overhaul Your Records Management Programme in 2019

The start of the new year offers an opportunity to get a better handle on your records management. The question is, where to begin? In this blog, we offer tips for overhauling your records management programme in 2019.

Conduct a Record Inventory

A records inventory provides the foundation for a sound records management programme. Locating and identifying records takes time and effort, so it’s important to get support from your staff. To make sure everyone’s on the same page, outline the purpose and scope of the inventory.

Every record should have a defined retention period; some files need to be retained for only a few years, while others should be permanently archived. If you need added record retention guidance, a records management consultant can offer a customised plan that includes the following:

  • Organisation of active business files>
  • Creation of retention databases and schedules
  • Records management policy implementation

Step Up Security

Records management and privacy protection go hand in hand. For example, if your records aren’t tracked during retention, it can lead to a privacy breach. And if your records aren’t safeguarded from fires, floods and natural disasters, it can result in permanent information loss.

A professional records centre is specially designed to protect your records and make them easily accessible. Your files are stored on high-density shelving units protecting them from dust, debris and moisture. Climate control and fire detection and prevention systems ensure long-term preservation and protection of your documents. Each carton or file is tracked with bar code technology. A secure web-based system allows you to view your file inventory, manage its retention and request documents as needed. When your request is received, your records are hand-delivered or sent digitally to your computer with a Scan on Demand solution.

Dispose of Expired Files

Keeping records beyond their useful life exposes your organisation to risk. Create a policy that establishes procedures for disposing of expired files and data. To make sure your information is destroyed with the highest level of security, partner with a secure destruction company. Your provider delivers locked containers to your office, enabling secure and efficient disposal of files and media. The contents are collected weekly, fortnightly, or monthly for professional destruction, and you are provided with a Certificate of Destruction.

Schedule Audits

Many businesses make the mistake of establishing records management programmes and letting them fall by the wayside over time. Solid, long-term records management requires ongoing assessment and refinement. Audit your records management programme over time to make sure it stays effective.

For more tips on overhauling your records management programme in 2019, please contact us by phone or complete the form on this page.

Archive Document Data Storage (ADDS) provides information destruction solutions for businesses throughout London, Bristol, Bath, and Swindon.

Natasha Rawley The File Queen: Expert in Record & Information Management, LPM Columnist.

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