4 Top Records Management Tips for Small Businesses

Posted on July 25, 2016

Think records management is just for large corporations? We’re here to tell you that nothing could be further from the truth. In fact, proper records management can be even more important for smaller businesses because they may not have the resources to bounce back from a data disaster. Whether you work with a hand full of employees or go it alone, every small business should be able to benefit from same helpful document management strategies as the big guys do. Today, we are going to share some useful and time-tested tips to help you get a handle on all your records.

1. Records Management

When it comes to managing your records, the first thing you will need to do is to sort and classify all your files. This will give you a clearer picture of which files you’ll need to hang on to and for how long. We know this process can be tedious and time consuming—especially if you are busy running your business. Got your hands full trying to do a million things at once? You are probably going to need the help of a records management specialist. They will be able to professionally categorize all your files and create a customized storage plan that will meet your needs.

2. Shredding Options

Another important aspect of records management is the proper destruction of all unnecessary files. For large companies, documents would be stacked into trucks and hauled away to a secure shredding facility and destroyed in one big lump. But as a small business, obviously, your shredding requirements won’t be as elaborate as the bigger corporations. However, standing around feeding documents into shredder can take up precious time. Plus, if you have electronic media, like hard drives, laptops, back up tapes, or other electronic storage devices that need to be destroyed, that paper shredded you have taking up space in your office simply won’t cut it. In that case, consider hiring a records management company that offers reliable shredding services.

3. Offsite Document Storage

Safely storing necessary documents is also an important factor of records management. One option is to scan your files and convert them into digital records. However, if you have official documents or hard copy files that need to be retained, keeping them in an offsite document storage facility is the way to go. It’s not only a safe and secure option, but also an effective choice to track the life cycle of your documentation.

4. Records Management Plan

Now that all your records are neatly organized and securely stored away, you’ll want to make sure they stay that way. Whether you choose to handle things yourself or have a records management provider lend a helping hand, it pays to have a plan in place. Remember, it doesn’t take long for paper to pile up, and things can spiral out of control before you know it. For information about how our records management services can help your small business, contact us today!