| Records Management is an important part of | | | | necessary, and can also provide immediate search |
| every business. Choosing the right Records | | | | and retrieval capabilities. Scanning is typically best |
| Management Strategy for each specific business, | | | | when you have files that are very similar to each |
| however, is as unique as the company itself. For | | | | other and the information can be easily indexed. |
| example, while it's important to keep current | | | | This is important to note, as each and every |
| records and documents close by, it's also | | | | document will need to be "tagged" with some sort |
| necessary to file older records out of the way so | | | | of Metadata, or keywords that will allow for easy |
| that you're not tripping over them on a daily basis. | | | | search and retrieval later on. |
| And still, you need to be able to have access to | | | | Having files in an electronic format can help when |
| the files when they are needed for research, | | | | you need to send or share information. Scanned |
| audit, or a customer issue. All of which begs the | | | | files can be retrieved easily when needed. It can |
| question - what is the right strategy for my | | | | also help to enable access to the same files from |
| business and our files? | | | | multiple locations at the same time, meaning that |
| To start, there are two main ways of keeping | | | | whether you are at home, in the office, or |
| your older, legacy business records. You can | | | | travelling abroad, you can still have access to the |
| choose to either store the hard copy original | | | | same information from your files. |
| records in paper format, or scan them to digital | | | | An important factor to understand is cost. The |
| images (PDF, for example.). There are advantages | | | | real measure of which option is right for your |
| to both methods and the decision is based on | | | | business will come down to cost and frequency of |
| your specific business requirements. | | | | retrieval. If no one will ever look at a file, or a box |
| Electing to store your paper files involves placing | | | | of files again, but you need to keep them for a |
| records in file cabinets, and eventually boxes so | | | | certain period of time, then offsite file storage is |
| that they can be physically retrieved when | | | | likely your best option. This is because without |
| needed. By electing to keep the paper files, you | | | | retrievals, the costs of scanning a box - pulling |
| will be able to maintain complete file integrity, | | | | staples, time spent scanning, and indexing the |
| including any important notes or information that | | | | metadata - will likely exceed the cost of storage |
| may be included in the files. In some businesses | | | | by a 10:1 Ratio. This means that you could store |
| this extra information is very important and needs | | | | Ten Boxes for Seven Years, for the cost of |
| to be kept with the file. While scanning can | | | | scanning just one upfront. If, however, your staff |
| replicate many of the features of having "notes" | | | | will need access to these files frequency, these |
| and other inclusions, it's often best to retain these | | | | numbers can reverse rapidly, making scanning the |
| types of documents in hard-copy format. | | | | more cost effective option. |
| Storing records in paper format, however, can | | | | When you begin to consider storage or scanning |
| take up a lot of space and is best done in a | | | | of your documents you may begin to realize the |
| storage facility. Placing older documents in file | | | | enormity of the project. If you do the project |
| storage boxes allows you to send your records | | | | in-house you'll need manpower and storage space |
| to an outsourced storage facility, where they'll be | | | | as well as a good method of filing and retrieval. |
| safer and more secure. An off-site storage facility | | | | To eliminate these problems it is recommended |
| is typically the best option for maintaining your | | | | that you use a professional records management |
| records long-term. | | | | company. They can provide you with the fastest, |
| Keep in mind that Boxes of old records take up | | | | easiest and most affordable solution to document |
| valuable office space. In addition, if you choose to | | | | storage. The final decision to store or scan your |
| maintain paper documents, locating stored items | | | | business documents is ultimately up to you. There |
| needs to be as simple as possible. It's often quite | | | | is no universal answer but there are factors to |
| a task to locate an older file if you don't have | | | | consider that may make one option better suited |
| good storage and organization system. A | | | | for your business. |
| professional company that specializes in records | | | | Keep in mind that this decision is part of a |
| management will provide you with the best option | | | | long-term business strategy that will give your |
| since they can take over the entire storage | | | | company a better way to keep and locate |
| process. They will organize and store your | | | | documents when needed. Document and Record |
| records and if you need a particular file you | | | | storage is one area that you and your |
| simply need to request it. | | | | management team are probably not concerned |
| If you feel that keeping hard-copy, paper records | | | | with on a day to day basis, so if you're still not |
| is not for you, then you may want to consider | | | | certain which strategy to pursue, it's often best |
| scanning documents and storing them on disc or | | | | to consult with a records management company |
| hard drive. Scanning records for storage can | | | | who can help you determine the best solution for |
| reduce the amount of physical storage space | | | | your business. |