Store your business’ essential documents securely offsite to save space and ensure compliance.
Protect your business’s digital media in a secure, climate-controlled vault.
Secure your essential records like wills, evidence, trusts, and legal documents in our vault.
Preserve the safety and integrity of biological samples, pathology slides, and critical medical materials with secure, climate-controlled storage.
Easily manage and track your inventory online with Corodata’s secure and user-friendly Client Portal.
Access your physical documents digitally with Corodata’s Scan on Demand service. Deliver secure, on-request scans directly to your device.
Digitize large quantities of documents efficiently with Corodata’s High Volume Scanning. Ensure quick, secure, and accurate conversion to digital files.
Securely access your digital and scanned documents anytime from your desktop, tablet, or phone with CoroVault.
Secure offsite storage for critical documents, ensuring space savings and compliance.
Prevent data breaches with certified hard drive destruction, fully wiping data and ensuring compliance.
Host a shred event to provide secure shredding services to your community at a central location with our mobile shred truck.
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This guide reveals exactly which business records to keep and for how long.
Safeguard your business operations and speed up recovery during a crisis by completing this disaster recovery plan.
Easily maintain HIPAA compliance with our comprehensive checklist.
Since 1948, we have delivered secure records management solutions to help businesses confidently protect and manage their information.
Remember the busy file clerk? Buzzing from desk to desk, pushing a folder-laden cart, dropping off and picking up files, then retreating to some remote, undisclosed location where the files lived—and where you never had to go.
In 2015, you’re more likely to see a file clerk on Mad Men than in a real office setting. The file clerk is gone, but files are here to stay. So where are all the files? What are we doing with them? Better yet, what should we be doing?
Blame leaner business practices and networking technology: Today, everyone’s a file clerk, for better or worse. We say “worse” because you know deep down that not everyone will return paper files where they belong.
Poor filing practices waste time and money. They also expose your business to significant risk. How can you respond to audits when you don’t have control over vital documents? And how can you expect sensitive business and personal information to remain safe when everyone has their own filing systems?
The answer is: you can’t. Which means that you, the records manager, must take the lead with an information governance plan that everyone can commit to. To begin, take a hard look at your company’s current practices.
As the records manager, you create the organization of your filing systems. That organization should maximize operational efficiency and minimize legal and operational risk. A growing number of businesses are finding they cost-effectively achieve both goals when they engage with an off-site records management company.
When you’re storing records onsite, who is monitoring and ensuring that once a file is accessed, it’s returned properly? The solution is “active records storage.” In active records storage, paper documents and files live offsite, but can be readily brought onsite, usually with a day’s notice.
For many companies, it’s a great way to de-clutter and run a more efficient office. Plus, it reduces risk significantly: If you’re working with sensitive information, you can feel peace of mind knowing precisely where it can be found.
Proven records management practices such as active records storage can assist your compliance efforts. By enabling you to quickly find documents, they empower you to respond promptly to e-discovery demands.
Of course, if you’re going to mitigate compliance risk, you must be aware of compliance requirements. There’s a lot to know, so it’s smart to have regular check-ins with your company’s accounting and legal resources.
A tip from the pros: To begin building a solid compliance foundation, know the Records Lifecycle. Your records management vendor should also be a reliable resource for information concerning compliance and solutions to meet your needs.
When we think about data security today, hackers and other cyber-threats spring to mind. Surprise, surprise: When someone leaves a sensitive document on the copier glass, that’s also a potential data breach. Who knows who might pick it up and see value in it? For that matter, what’s stopping someone from rooting through file boxes in an unlocked storage cabinet?
Security is where the best records management firms really demonstrate their value—after all, you’re not paying them so you can keep worrying about document security! As an example, Corodata facilities have 24/7 security systems including motion sensors and access codes. Only our employees are allowed into the warehouse; and our fire protection protocol is designed to protect records in storage.
Take a deep breath—as a records manager, you’ve got a lot on your plate, and a lot of responsibility. Fortunately, you also have options as you create or update your company-wide records management plan.
The best option is partnering with a reliable records management firm. An experienced records management company like Corodata will assess your needs for organization, retrieval, security, and compliance and create a solution that fits your budget. They’ll also add value with their insights into regulatory requirements and the most current trends in effective records management.