Tips for Protecting and Preserving Archival Records

tips word written on wood block. tips text on table, conceptArchival records take up a lot of space and can be a pain to manage, especially if you are running short on time and don’t have room for storage. That can’t be an excuse however, for ignoring mandated retention and privacy protection requirements. In this blog, we offer practical tips to help you protect and preserve your archival records.

1. Create a Records Retention Policy

A records retention policy establishes guidelines for how long to keep archival records and helps your business prove its compliance with state and federal regulations. Classify your archival records by category and retention period. Keep in mind that retention requirements vary from state to state and industry to industry, so check with your attorney to make sure you are complying with the correct legal requirements. Review your record retention policy every year to stay current with any legal changes.

2. Go Offsite

Tax, personnel, and financial records are vital to your business. To protect them from unauthorized access and natural disasters, store them in a safe place. A records center features:

  • Zoned fire detection and suppression technology
  • 24-hour surveillance
  • Strict building access monitoring and control

Your offsite records storage provider stores your documents on high-density records storage racking systems and tracks them with state-of-the-art barcode technology.

3. Follow Final Disposition Guidelines

Shredding expired and outdated documents decreases your exposure to privacy breaches and non-compliance fines. Archival records may take a long time to reach the end of their retention lifespan, but when they do, destroy them. Your document storage and shredding provider can deliver locked collection containers to your office, allowing for quick and easy disposal of inactive files. After you have filled the containers, a shredding technician will pick up and transport the material to a shredding plant for secure destruction. Upon completion of your shredding project, your shredding provider will give you a Certificate of Destruction.

Your archival records are important assets. Follow these tips to give them the protection they deserve.

Docusafe serves businesses in New Jersey, New York, and Pennsylvania with document destruction, document scanning, and imaging services.

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

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