Records Management Functions You’re Better Off Outsourcing
It can be difficult to take the leap into outsourcing services to other organizations, especially if you have a small business. But whether you are small, medium, or large business, there comes a time when you need the help of a professional, secure records management. Here are a few things they can help with:
1. Going Paperless
You’ve considered making this leap for a long time, but just can’t get enough traction to make it succeed. Start with moving your paper documents offsite to a records management service, who will store files, destroy them after their retention period, send you digital copies on demand, and provide you with analytics that will help you understand where you can cut back on generating new paper documents. Leave it with the experts and save a tree…or many!
2. Choosing a Platform
Choosing the right tool for the job is a challenge for records managers. The need to settle on the most comprehensive software solution and keep it up to date, can be completely overwhelming. Wouldn’t it be brilliant to take the dilemma out of the decision reduce your costs by allowing the experts to help? Knowing the reward will be a superior records management system makes this an easy choice, right?
3. Chain of Custody
A chain of custody is the fully-documented history of the possession and handling of a record from the moment it is first created until its final destruction. Maintaining the history of every file, over and above the challenge of operating a records management system, is a lot to accomplish. But it is legally required and a necessary part of keeping records. It would be much more manageable, compliant, and cost effective to hand it off to a professional records management company. Auditors love it, too. Seriously. Just do it.
This is the process of associating or tagging documents with different “search” terms. This lengthy and in-depth process is used to indicate what the document is about and to increase its “findability.” The act of indexing increases the efficiency of record retrieval exponentially. Well-indexed documents are crucial to locating the right documents quickly. Reputable records management companies have this down pat, with rigorously-trained, background-screened document management staff. This would be the perfect function to add to the outsourcing list. It really would.
Your business is really good at what you do, so it makes sense to allow an outside records management company do what they are really good at—making your company more efficient, profitable, and secure.
Docusafe provides professional, secure records management services businesses in New Jersey, New York, and Pennsylvania. To learn more, give us a call at 888-264-7367 or complete the form on this page. We want to hear about what you need.
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