5 Keys to a Simple Active Records Storage Process

Storing active records offsite is simple with a system that includes these keys. Save space, save time and save money with active file storage. Is your office space drowning in active files? But, you feel like offsite file storage isn’t the right fit for you because you need access to your files on a regular basis? Think again. Active records storage processes help you get the space that you need in your location, while still preserving the records that you’re actively working on. While many companies store inactive records offsite, many still feel that they need to keep active records on premises. However, that set up doesn’t work for “file heavy” industries like law offices, medical facilities or insurance companies. Even if you’re a smaller office, you could still benefit from the extra space gained from storing offsite. Just because your organization needs access to files doesn’t mean that they can’t be stored offsite. You need files quickly – but not necessarily close. When you store your active files offsite, your office can take up a smaller footprint, which can save you money—and makes your records system even more cost effective. With an active records storage process, and a reliable offsite storage provider, you can save space and reduce costs.

1. Barcoding for each file

Filing systems can be useful for storage on site, but when you reach a large number of active files you need to be able to search with more accuracy. Having barcodes on boxes is helpful, but in order to have the most control over your files, you need to go a step further. Using a barcoding system for each individual file will allow you to retrieve files much more efficiently.

2. Secure storage boxes

If your active files are currently stored on site in open shelves, your organization may be risking a security breach. Not only is storing important active files on site a risk, but open shelves leave your files even more vulnerable to theft and damage. A secure active records storage process includes storing the active files in sturdy boxes that are also labeled and coded.

3. Policies to outline records movement

Your organization will have a standard lifecycle for records management that tracks a typical record’s life from brand new record to record ready to be destroyed. There may be several stages in this lifecycle that would qualify as active records, but the records may need to be managed differently. For example, your records may need to be updating frequently within the first month and then after that only on a quarterly basis. In this case, defining a policy for moving those records to the active records storage facility after the one month mark will help ensure that the files are where they need to be, and when.

4. Scheduled delivery and pick-ups

If you have a standard lifecycle for active records (like the quarterly update example given above), your records management process should support a regular and reliable delivery and pick up schedule. This way your active records storage service can deliver your records in a timely manner and move the documents back to secure storage when you are completed with the updates.

5. On demand delivery of an active file

As detailed and complete as your policy for active records management might be, there may be occasions when there’s a need to pull an active file immediately. Your active records management system needs to have a process in place to retrieving these files on demand, as well as a process for re-filing those documents.

Active records storage at an offsite location can help you save space and money. As long as your process includes these keys, you can be assured that you’re handling active records securely and efficiently.