Each day, every department in most companies creates its own set of information. But where does it get saved and stored? Who manages it? What happens to old records?
As technology use increases, information continues to be created at a rapid pace. A business can lose control of its records without a business records management policy that spells out who has access, controls your retention periods and ensures your electronic and print records are safe.
Key areas should include:
- Secure storage. Confidential files should be locked in a filing cabinet or vault, in a separate, secure room that will protect your records from water, fire and dust. Security cameras are advised. You may also consider offsite records storage.
- Control access. Limit access to files by password protecting computers and granting access to just a few trusted employees.
- Document retention. Talk with your legal and accounting staff, and a records management professional, to determine retention periods. Don’t keep everything forever. During an audit, federal law allows all records on hand to be reviewed.
- Destruction. Document shredding, including hard copy and electronic files that contain sensitive information, is crucial. If using a professional shredding service, make sure they can provide a certificate of destruction.
Contact us for more information about how business records management can save you time and money and protect your business.