6 Document Storage Guidelines to Follow

Every business benefits from having their records responsibly managed in a secure and organized way. A full document management program protects information and minimizes the risk of a data breach. These are the things that keep their business running smoothly. Here are our five guidelines to keep your document storage running smoothly.

1. Incorporate Effective Indexing

A good document management system uses the process of attaching descriptive information to digital records based on what the files contain. It should track filing, manage where documents are in their lifecycle, and show whether documents are active, archived, or ready for disposal. All of this makes for quick and easy file retrieval and minimizes “lost files.”

2. Use Professional Records Storage

Whatever the document format is (paper, electronic, audio, video), sensitive information should be securely stored. The best way to do this is to work with a professional records management company whose employees are background-checked and highly trained.

  1. Embrace Redundancy

Document storage should also incorporate redundancy. A safe approach to keeping your data safe is the 3-2-1 backup rule, which involves keeping at least three copies of your data: two backup copies on different storage media and one copy offsite in a data vault.

4. Limit Access

An effective information management system keeps all sensitive information protected and locked, with control over employee access and sharing. For digital documents, utilize authentication and password protection to limit access to who can view them. For hard copy documents, you will give records management provider a list of employees who are authorized to access your files in the records center.

5. Make Retention & Destruction Dates Clear

All documents have a lifespan determined by many factors, including obsolescence, company retention requirements, and especially legal retention requirements. Files should be labeled with what they contain and how long they should be kept. They should be shredded at the end of their lifecycle. Using an outside shredding company to do this is a wise use of staff resources.

6. Train Staff

Never assume that employees understand and are committed to information security and compliance. Ongoing training is vital to make sure everyone is on the same page with your current document management policies and procedures. Regular training and evaluations will narrow the gap on security issues and errors.

Managing your documents effectively, efficiently, and securely is key to making your business run smoothly. A reputable records management provider will be able to assist you with your secure file storage needs.

Docusafe offers secure records and information management services in New Jersey, New York and Pennsylvania. Give us a call at 888-264-7367 or complete the form on this page.

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