What to Ask when Seeking a Records Management Company

Every business transaction produces some kind of data or information, resulting in offices that are bulging with files. Managing files is time-consuming for staff, typically using up resources that a company can’t spare.

There are resources available to help businesses manage vital information so they can focus on key tasks and tasks that are revenue generating. Reaching out to a records management provider can be the answer, but not all records management firms offer the same service. You have to ask the right questions to be sure you find the right records manager for your company.

Here are a few key questions to ask:

What experience do you have as a records management company? When considering a provider, ask how long they have been in business, what industries they serve and what certifications they hold. Look for a company that has a reliable track record, has served clients in your industry and has the proper certifications such as PCI compliance, National Association for Information Destruction (NAID) AAA certification and PRISM International Privacy+ certification. Don’t hesitate to ask for references.

 Will our documents be secure? Security is a top priority in records management. When it comes to a third-party records management firm, you want to be sure the company you choose has the proven security measures that will protect your vital information at all stages of its lifecycle.

Do you provide services for the complete lifecycle of a record? Find out if the records management professional can manage data from retention through destruction. This includes services such as records storage, document conversion, data hosting, disaster recovery, data protection and, of course, secure destruction. There are many benefits to selecting a provider that can manage the complete document lifecycle, including enhanced security since your data is managed in one location, convenience of working with one provider for all your record related needs and streamlining operational efficiency.

Is access available 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, during the weekend or during a holiday.

With an experienced records management firm that you can trust, you can be sure your records will remain secure and be accessible when needed. Asking the right questions will help you select the right firm for your company.