Records management is simply the art of data organization. Unfortunately, such a task isn’t as simple as it seems, especially when there’s so much to organize. If you’ve only just begun managing your business’s records, then you definitely need help. Fortunately, you can opt to get trusted Williams record management services, which can help you determine what business records should be stored, archived, protected, or destroyed.
What should be stored?
Your employees’ résumés and social security records, your business’s recent transactions, clearance documents, and other files that may have to be accessed or retrieved immediately should be stored in a medium-sized steel cabinet in your office. You can’t put these files in the archive or send them to be stored elsewhere because you may need them at a moment’s notice. As a rule of thumb, files that are frequently accessed ought to be organized in your own office.
What should be archived?
Archived documents are still needed in the foreseeable—or even distant—future. They’re usually stored elsewhere because of insufficient space in the business establishment. However, security concerns must be prioritized because some archived documents, such as major transactions from 10 years ago or even old employee and client files, still need to be protected from the public eye.
What should be protected?
Both stored and archived data should be protected. Remember that the security of all your records is an essential element of effective records management. If you’re having difficulties in this regard, it’s time to get reliable Williams record management services. This way, both the soft and hard copies of your records will be stored, archived, and secured in the right location.
What should be destroyed?
Lack of storage space and archiving expenses are the most common reasons behind why some records should be destroyed. Go through your 10-year old records and re-assess them to determine their relevance to the company. Should you continue to keep them or are they nothing but clutter now? If they are little more than scratch papers, then they’re better off destroyed to free up your space.
Records management can be challenging for businesses with a lot of documents to store, archive, secure, and destroy or shred. Fortunately, there are data management companies that provide services to help businesses out. For more information about record management, visit ehow.com/about_5095067_record-management.html.
What Documents Should be Stored, Archived, or Protected