Tips for Finding the Right Records Management Provider

Providers Concept. Word on Folder Register of Card Index. Selective Focus.Records management is the systematic control of legal, administrative, fiscal, and historical records throughout their entire lifecycle. Few organizations have the necessary knowledge, time, and space for establishing an effective records management program. When selecting a records management provider, it is essential your company gets the support it needs. In this blog, we offer tips for finding the right records management provider.

History and Reputation

When selecting a records management provider, it is worth knowing how long they have been in business and if they are reputable. Look for a records management company with a longstanding history serving customers in your community. Talk to their current customers to determine if they will exceed your expectations.

Local vs. National

Narrowing a list of records management providers can be challenging. One of the main things to consider is whether a records management provider is nationally or locally owned. National records management providers entice customers with discounts and gimmicks, but you end up paying hidden fees and receiving poor customer service. To remain competitive and stay compliant, you need a records management provider who is transparent and responsive.

A local, independent records management provider understands that their success depends on being productive partners with your business. Local representatives are always available to assist you with storage, retrieval, and maintenance of your information assets. As fellow community residents, they value the importance of community and building a lasting relationship with you.

Security

Entrusting your business records to a records management provider cannot be a matter of faith. Verify where your records will be stored and what procedures are implemented to ensure chain of custody for your information. Besides freeing up revenue-generating space for your organization, an offsite records storage facility should feature the following security systems:

  • Intrusion alarms and motion detectors
  • Digital video surveillance
  • Temperature and humidity control technology
  • Early Suppression, Fast Response (ESFR) fire prevention

Only security-screened records management personnel should be allowed the facility.

Technology

Placing a box of documents on a shelf does not constitute a records management strategy. Technology is the key to supporting your information lifecycle requirements. Make sure your records management provider tracks your records from creation to destruction with barcode technology and an integrated online inventory management system. Besides, helping you locate, access and order documents, these tools offer a complete audit history for your records inventory.

Breadth of Services

When your organization has unique records management requirements, you need a solution tailored to your needs. Whether it is document scanning, media storage and rotation or scheduled shredding, make sure your records management provider offers a range of services tailored to your business.

Docusafe serves businesses in New Jersey, New York, and Pennsylvania with records management solutions.

For more information about our records management services, please call us at 888-264-7367 or complete the form on this page.

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