Dealing with disciplinary records
There is nothing quite like that surge of satisfaction that comes with ticking items off a list. It could be household chores, life goals or daily to-dos – but with each tick, comes a feeling of accomplishment and completion. A list is also a great way to break down what needs to be done into individual tasks. This makes an overwhelming job much more manageable and ultimately, easier to do.
If you manage a business or run an office, managing records falls into this category. Your records management system needs to be fully compliant with statutory retention regulations and accommodate specific organisational needs. But where do you start?
To help you tackle this job and improve your policy and processes, we’ve put together a short Access Records Management checklist. Answer the four questions below and you’ll soon be able to ensure security and compliance with absolute confidence.
How will records be accessed and stored?
Each department within your organisation will likely prioritise different information – and access it in different formats. A hybrid records management policy will allow you to handle both paper and digital records equally well.
Safe storage requires controlling who has access to what files. Bear in mind that how and where the documents are stored are as important as who has access to them. Consider your needs carefully. If you have numerous boxes of files piling up in your office, it could leave you vulnerable to loss or theft.
Storing them off-site with a records management provider could be a better solution. Or, if these paper files don’t need to be kept in physical form, you could convert them to a digital format for safer, easier storage.
Once you’ve figured out your storage needs and chosen the right method for your business, you need to put records management guidelines in place that outline how, when, why and by whom documents can be retrieved. Authorised employees must to be able to access critical information whenever they need to – but they also need to know exactly how to look after company files.
Which records need to be retained and destroyed?
A key element of your records management checklist is ensuring that all retention and disposal requirements are adhered to. Each type of record generated in each department has its own lifespan – and it can be challenging to stay on top of. To make this as simple as possible, put together a list of all the records your business handles and research the correct retention law for each one.
Your retention process per document type needs to include their minimum period of retention as defined by UK law, the format in which they are to be retained, when they need to be reviewed, how they should be destroyed, and who is responsible for them.
At the end of a document’s retention period, it needs to be destroyed securely. As with retention, your company’s disposal policy needs to be clearly outlined as each type of document will need to be destroyed in line with certain legal requirements. When it comes to non-critical or non-sensitive information, be sure to include instructions on how best to destroy those files to create more office and digital storage space.
Make sure your policy also covers the destruction method for each different type of document. Shredding a paper file, for example, is not the same as destroying a CD or USB. Whatever the file type, the disposal method needs to be compliant with the law so as not to expose confidential information and jeopardise your company’s reputation.
How will records be tracked and monitored?
Keeping an eye on your records is tricky. Documents are moving around all the time between colleagues and departments, and in and out of storage. A thorough cataloguing and monitoring system can help you stay on top of where your files are. It’s an important protective measure that also enhances efficiency. This way you can reduce the amount of time that employees spend searching for files – as well as reduce the number of files that just disappear.
A good way to keep track of your records is to implement a barcoding system. Each time a box or individual file is removed or exchanged, its barcode is scanned. When someone else needs that same file, they can simply look it up and track it down.
Are you working with an expert?
These records management guidelines should get you off to a good start. However, storing paper and digital records securely and with 100% compliance can be difficult to maintain in-house.
Access Records Management can take care of your document storage needs and save your company time and money in the process. We can help you define and manage a clear records management checklist – and enable you to get on with business.
Need great value records management services? Speak to one of our team today.
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