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.
Inactive records present a myriad of challenges to California companies including the high costs of keeping and managing inactive records as well as finding the space to store them. Additionally, there are risks associated with inactive record keeping such as various forms of data security breaches. That’s why you need an inactive records strategy.
What is an inactive records strategy?
A strategic plan that allows you to understand which types of documents your company deems inactive, and at what point they become inactive. The next step is to develop an inactive storage management system with an easy way to retrieve old documents. This should include opting to store your inactive records with a secure offsite records storage facility—where your files are accessible, organized and most importantly, secure.
Real-world cases where you should have one.
Taking Control of Inactive Records with Corodata
Properly labeling and tracking inactive files, and moving them safely offsite, can save your company space, time and money; remove the threat of losing documents; providing easy retrieval of files when needed, and set your reputation as a secure company.
9 Key Ways to Prepare for an MA Transaction | Forbes
Active/Inactive Records | University of Washington
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