Enterprise records management

All businesses have documents and records that need to be carefully stored and managed, but naturally, larger organisations will have many, many more records that can sometimes span across the globe. As a result, enterprise records management is an essential business consideration.

Enterprise records management requires special consideration for a number of reasons. Enterprises generally end up spending more time dealing with legalities and with auditors. Larger organisations tend to be involved in more legal cases, and these cases require companies to present hard copy documents. They are also more likely to be targeted by regulators for records audits and compliance checks.

Large enterprises are also more likely to have different types of multimedia document, both digital and physical. This immediately makes records management and retention more complex.

Data breaches are more commonplace than ever, and enterprises tend to be top of the target list. These data breaches can cause massive reputational and financial damage, so it’s more important than ever to have extra security measures for the documents that are being stored and retained.

If documents are not stored and managed properly, enterprises run a serious risk of sensitive information being lost or stolen. On a more practical note, office space can get easily taken up by boxes of records. As boxes pile up, it gets much harder to find files in a cluttered, disorganised environment.

On top of all this, there are many significant data retention regulations to adhere to. If your enterprise records management policy fails to meet these criteria, your company could face severe financial penalties.

Not all documents have the same storage requirements – some need to be accessed on a routine basis, others not at all. There are also emergency situations that arise that require a file to be pulled out at a moment’s notice.

Most companies can’t keep all the records that they might need on-site. The solution lies in developing an outsourced enterprise records management strategy that allows companies to store and archive their documents, while simultaneously allowing them to access the files at very short notice.

At Access Records Management, we offer end-to-end document storage and records management services for all types of business documents.

We provide:

• Document scanning for digitising files.
• Secure shredding for files that no longer need to be retained or need to be destroyed.
• Collection, storage, retrieval and couriering of records and document.
• Archive storage for files that are not needed for long periods.
• Advice and consultation on your retention strategy.

Our secure storage facilities ensure boxes are protected against flooding and fire damage, and we offer locked data rooms for particularly sensitive documents.

We can also deliver tailored collection and retrieval schedules for important documents that are needed on a regular basis.

• You have access to our customer service team, who can provide strategic insight for your records management strategy.
• We take care of file administration and advise on security issues.
• It frees up resources to focus on more strategic work.
• It creates more office space and helps to stop clutter.
• Your documents are managed and stored in our archival system, which is thorough and enables you to retrieve files as and when you need to.

We have been operating as a company for over 25 years and in that time have developed a strict security focus (we have an ISO:9001 standard certification), means we can handle both large and small business needs with ease.

We provide record management services to hundreds of companies across a variety of sectors, such as financial services, insurance, law, architecture, and medicine, so you can be sure that we will take the time to understand your organisation’s specific needs.

If you need assistance with enterprise records management, give the Access Records Management team a call today.