| Records management is a necessity in today's | | | | follow when working with important papers, |
| fast-paced business environment. No longer is it a | | | | avoiding confusion and ambiguity that can lead to |
| simple matter to keep necessary records - there | | | | problems later on. |
| are significant consequences for failure to do so. | | | | Increase organization |
| Depending on the nature of your business, | | | | Without a records management policy your |
| records are needed for ongoing customer service, | | | | business records may be left in a state of |
| tax purposes and for legal reasons. If business | | | | disrepair. Old records may be inadvertantly |
| records are required and can't be located, the | | | | destroyed or misfiled. Also, as companies |
| repercussions can include hefty fines, sanctions, | | | | experience higher turnover rates, and use |
| and even jail time for company executives. | | | | outsourcing for their staffing needs needs, the |
| The best way to avoid these problems and | | | | need for a records management policy increases |
| ensure that your records will be properly | | | | exponentially. As more employees are brought in |
| maintained is to put a records management policy | | | | and out of the company the risk increases that |
| into place. | | | | data will be mismanaged. Putting a policy in place |
| Keep what you need | | | | will automatically make your office more |
| With a records management policy in place you | | | | organized and will give everyone working with you |
| should be confident that all your important records | | | | the same set of rules. |
| will be kept properly. There are a few things to | | | | Save time and money |
| keep in mind when setting up your records | | | | Consider leveraging the services of a professional |
| management policy. You must consider what | | | | Records Management Company. Records |
| documents need to be kept and for what length | | | | management takes a lot of time and energy that |
| of time. While it is helpful to keep records close at | | | | most companies aren't prepared to handle on |
| hand in your own office for a short length of time | | | | their own. Outsourcing this task makes sense |
| any older records will simply be in the way. | | | | since a records management company is |
| Knowing what files are needed, and what their | | | | experienced in working with record organization |
| retention schedule should be will help you free up | | | | and storage. They can assist you in your |
| valuable space and avoid issues down the road. If | | | | record-keeping needs and are available to do as |
| you're not sure what documents within your | | | | much of the storage filing tasks as needed. Once |
| business are true Business Records, it's best to | | | | you put a records management policy into place |
| seek the advice of a Records Management | | | | and get a records management company into |
| Professional who can help you with the decision. | | | | place you don't need to worry about record |
| Streamline Operations | | | | keeping. |
| Consider the type of records that you are | | | | Whether you have a new company, a growing |
| keeping and how long you need to keep them not | | | | company or an established business you need to |
| only for your own needs but to satisfy legal and | | | | ensure proper document storage on an ongoing |
| tax obligations. Divide records into categories so | | | | basis. A well-defined records management policy |
| that you can send older or unnecessary records | | | | will keep important records available when you |
| to a secure storage facility. A records | | | | need them and protect you from future |
| management policy gives employees a guideline to | | | | problems. |