5 Easy Steps to Start A Records Management Program

It’s easy to start a records management program, and you’ll see immediate benefits. First of all, your office will be more organized and productivity will increase. Equally important, you’ll sleep better at night knowing important documents are securely stored.

Start a records management program and you’ll boost the bottom line

A June 2017 study reported that the average cost of a single lost or stolen record is a stunning $225. In addition, U.S. companies who experience a significant data breach will lose an average of $7.35 million. Even if your company is never the victim of a cyberattack, a 2013 study revealed that managers spend an average of four weeks a year searching for lost information. People searching for electronic documents spend more than 7% of their screen time searching for files.

The simplest way for companies to stop these huge of losses is to put a records management program in place. This article will show you how.

#1

Set up a records management team

If you want to start a records management program, the first step is to decide who will be in charge of it. You’ll need information management experts to design a reliable storage system, and front-line staff to implement the system across the organization. Also, you’ll need company leaders to oversee the process.

#2

Identify key records, and figure out how long they need to be kept

Make a list of the records your team uses on a regular basis, then determine how long each type of record needs to be kept. This is called a retention schedule.

#3

Develop a storage strategy

Deciding how and where to store your records is perhaps the most important step in your efforts to start a records management program. The right storage option ensures that your records will be safe from old-fashioned thieves and high-tech hackers. Therefore, partner with a trusted records storage company to make sure your documents are secure and easily accessible. Consider the following:

  • How often do you use the records?
  • How quickly will you need the records?
  • Do you need to keep the original?

Most noteworthy, your answers to these questions will help you determine whether to store documents electronically, in paper files, or both.

#4

Destroy the records you no longer need

Now you know what records you have, and you know how long you need to keep them. As a result, you probably have a lot of shredding to do! Partner with shredding professionals to destroy the backlog and set up a regular shredding schedule.

#5

Write down your new policy and share it with your team

Ultimately, if you want to start a records management program that works, you have to make sure everyone is following it. First, approve the policy. Then, help staff take part by offering training, help and written rules for reference.

In conclusion, records management doesn’t have to be a headache. These five easy steps will get you well on your way to implementing an effective strategy that will pay dividends for years to come.

Ready for records management made easy?

Simplify the records management process. Partner with a trusted shredding and storage company that will help you keep your new records management policy on track.

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Do you know what you are supposed to be shredding?

As your company grows and industry regulations change, shredding protocols have also adapted. How knowledgeable are your employees about these practices?