Records management is important for all businesses, but not all businesses have the time and resources to devote to managing and organizing files. On the bright side, there are resources available to help businesses manage vital information. So where should you start when reaching out to a records management provider? Here are a few key questions that you should ask:
What is your experience in the records management field? Look for a company that has a reliable track record, has served clients in the same industry you are in and has the proper certifications such as PCI compliance, National Association for Information Destruction (NAID) AAA certification and PRISM International Privacy+ certification.
Will my vital information be secure? When it comes to a third party records management professional, you want to be sure the company you choose has tried and true security measures that will protect your vital information at all stages of the document lifecycle.
Are you able to manage the complete lifecycle of a record? Find out if the records management professional can manage data from retention to destruction. This includes services such as records storage, document conversion, data hosting, disaster recovery, data protection and secure destruction.
How do you keep up with records management regulations? Making sure you are up-to-date on state and federal regulations is key in records management. Be sure the provider keeps up with relevant laws and industry regulations, including HIPAA, the Sarbanes-Oxley Act, FINRA and other regulations so your company will be in compliance.
Can I access my records 24/7? Find out ahead of time how accessible your vital records will be to your company should you need a document immediately, after hours, over the weekend or during a holiday.
With a trusted records management provider on your team, you can be sure your records will remain secure and be accessible when you need them.