5 Keys to a Simple Active Records Storage Process
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.