Dealing with disciplinary records
Records management is crucial to running a successful business. Each file, be it paperwork or digitised data, documents your company’s operations and relationships, and needs to be kept safe. To ensure this, you need to prioritise security in records management. Through proper safe-keeping, you can protect your business from theft or fraudulent activity.
Don’t drop your guard
Unfortunately, a large amount of financial and business fraud is often traced back to one’s own employees. You can’t afford to blindly trust, which means you need to protect your business from within as well as without.
Most instances of fraud are simple, opportunistic crimes rather than sophisticated schemes or cover-ups. More often than not, the perpetrator is raiding the petty cash box or office safe in pursuit of some extra cash when they happen upon documents containing sensitive information like bank account details, employee data and credit card numbers.
Even if your documents are neatly filed in boxes, if they are stacked around the office in easy access, then you are at risk. There are approaches to ensure security in records management that you can consider: off-site storage for documents that need to be retained, secure shredding services for those that don’t.
Safe and secure document storage
You might feel apprehensive about storing your valuable files off-site but, if you choose the right storage provider, your information will be far safer than keeping it in the office. Not only will you avoid the risks of lost, stolen or damaged records, you’ll also free up space in the office for other uses and reduce admin demands on your employees.
Make sure you choose a safe, climate-controlled environment in which to store your files. This could be rented space or a document storage facility with services over and above basic storage. Whichever route you decide upon, make sure the space suits your needs, is well organised and secure, and used exclusively for storage.
Document storage facilities – what to look for
A good document storage facility will protect and preserve your files from all manageable threats. Look for a temperature-controlled environment, with built-in fire detection and flood protection systems. You also want a facility that provides 24/7 intruder protection with digital CCTV systems and strict access control, only allowing authorised personnel in and out.
Controlled access is crucial, but easy file accessibility for those with authorisation is key too. A thorough cataloguing system using state-of-the-art RS-SQL records management software, such as O’Neil Software allows for rapid identification and file retrieval.
Different documents, such as accounting, HR and client agreements, have different legally required retention periods. Some need to be kept around for several years (if not indefinitely), while others need to be reviewed every few months or at very short notice. Make sure your document storage facility of choice can get your documents to you as soon as you need them.
A good document storage facility, like Access Records Management, will give you peace-of mind, help your business run more efficiently, and keep your files safe.
Contact us today to learn more about how our secure services can help your business operate with less risk.
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