It’s Time to Brush Up on Records Management Best Practices

Cartoon-style illustration of two people looking at an oversized clipboard holding a checklist with some items checked off.In the 1949 Tony Award-winning Cole Porter Broadway musical, Kiss Me Kate, there’s a song titled “Brush Up Your Shakespeare.” One of the comical lines in the chorus goes like this: “Brush up your Shakespeare, start quoting him now. Brush up your Shakespeare, and the women you will wow.”

In the spirit of Cole Porter’s wise advice, maybe it’s time you start brushing up on records management best practices so you can “wow” your staff, customers, and auditors—or at least be 100 percent sure you are in compliance with data privacy laws—should they come knocking unexpectedly.

Brushing up on the best practices means making sure each of these areas of records management are current:

1. Records Retention

Check to make sure you have a comprehensive document retention policy and that it’s up to date. Dedicated records management software, such as professional records management companies use, will help you determine which of your records to keep and for how long. Retention periods must be followed to remain compliant with data privacy laws. Check with a professional and reputable records management provider if you need further guidance.

2. File Indexing

Being organized is the primary purpose of records management, and if your files can’t be easily and quickly located, it causes workflow bottlenecks that cost you time and money. File indexing labels your files and tracks their movements so that you are able to locate and retrieve any file, anytime.

A reputable records management company will specialize in indexing your files so you always know exactly what you have, where it is, and when it’s scheduled for destruction based on its retention period. Need a document immediately and can’t wait for expedited delivery? With Scan On Demand, your files are always within arm’s reach.

3. Information Security

Does your office have a records storage area that’s built to protect from these specific threats?

  • Unauthorized access and theft
  • Temperatures below 68 or above 78
  • Relative humidity below 40 or above 55 percent
  • Rodents and insects
  • Flood
  • Fire

A quality off-site records management company can offer the best, most secure records storage available.

4. Compliance Training

A training session would go hand in hand with this brush up opportunity. Pull together staff to get them up to speed with your company’s records management policies and procedures. If your records retention policy is up to date, hand out a printed copy to each employee so they have a current reference. Schedule regular training sessions to keep your staff current with the latest policy changes and requirements.

Docusafe Records Management serves the needs of New Jersey, New York, and Pennsylvania businesses with safe, secure, and compliant records management. Let us help you brush up on your records management best practices. Simply give us a call at 888-264-7367 or complete the form on this page.

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