5 Key Use Cases for an Inactive Records Strategy
What does a past employee’s personnel file, last year’s tax return and closed case files have in common? They are all inactive records.
What are inactive records?Also known as unused files or archives, these are “documents which are no longer referenced on a regular basis and tend to be stored in a less accessible place since they are not used frequently.” There are a few typical reasons for keeping them around.
- Often times records need to be retained until they reach their life-cycle as defined on a records retention schedule.
- Some records may need to be accessed at some point, but just not on a daily basis. Say an old employee asks for their files, or a past client needs information from their files. You may even want to reference an inactive policy document from 2012 as you are creating a new policy for 2019.
- Some documents may need to be kept permanently—like sales receipts, warranties and workers comp claims.