Dealing with disciplinary records
It’s important to have a plan in place for the effective storage, processing, and retrieval of company records. The benefits of records management services may not always be immediately clear, but they are thrown into stark relief when you become overwhelmed by a huge volume of documents, which may in turn result in increased risk of losing key information and unnecessary costs.
Fail to retain – or inadvertently destroy – important financial, HR, and general business information, and you could face considerable legal consequences, including substantial fines.
With that in mind, here are six reasons you should consider working with a records management company
Space…
Some of the most immediate benefits of records management outsourcing will be felt in the amount of space you’ll free up in your office area. The more records you keep in house, the less able you are to find room for extra desks, equipment, and recreational spaces. In short: if you want that pool table or office bar, consider leaving your document storage needs to the experts.
…and time.
There’s no getting around the fact that handling records takes up a lot of time and money. Managing a comprehensive document storage system requires thought, effort, and ongoing maintenance. Searching for individual records within this system when they’re lost or inadvertently destroyed can also represent a long-term operational challenge.
Among the many benefits of records management services is the sheer time you’ll save by not having to worry about where certain documents are – and how to access them at short notice. That time can now be spent in more strategically useful ways.
Simple retrieval and collection
Any records management company worth its salt will make it possible to easily retrieve and collect documents. At Access Records Management, we use state-of-the-art RS-SQL O’Neill software in conjunction with a location bar-coding system – allowing us to rapidly identify and retrieve files. Documents can be delivered within three hours of making a request if necessary.
Ensure regulatory compliance
It’s all-important to ensure full compliance with data retention and protection laws when managing records in-house. Something as seemingly simple as VAT or accounting document retention regulations can easily trip up a company that’s not aware of them. If you fail to provide essential documents during a regulatory check, you may have to pay a severe fine.
Alternatively, don’t worry about compliance at all. When you outsource records management to a dedicated third-party provider who can take on the burden of document retention for you, you can focus on your business – rather than the rules that bind it.
Protecting your data
Of course, beyond legal concerns, every business needs a process in place for protecting its most important records: some documents need to be more confidential than others – and some should only be accessed by authorised personnel.
A records management company will ensure that your documents are kept safe, and available only to those who require access.
Guaranteeing peace of mind
Records management companies maintain strict processes for storing client records safely and correctly in flood and fireproof facilities. If documents are especially sensitive, they can be hosted in locked data rooms that are under constant, 24/7 CCTV surveillance.
The result? Complete peace of mind for you and your clients.
To learn more about outsourcing your document storage, retention, and destruction strategy, contact Access Records Management today.
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