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5 Smarter Records Storage Practices

Posted on August 9, 2016

In today’s tough economic times, business owners need to do all they can to curb unnecessary spending. And with sky rocketing real estate prices, combined with an ever growing mountain of paper documents, many are scratching their heads, trying to figure out a more cost-effective storage solution. Here are 5 steps that will help you create a smarter records storage system, saving you time and money!

1. Make a records storage list of the types of media you are storing

Most businesses store a wide variety of records, from paper documentation to electronic media (think emails, jpegs, and PDF files). So, the first step you will need to do is to create a list of all the different kinds of media you are storing. Once you have a clearer picture of your media inventory, you can begin to map out a more effective records storage option.

2. Plan for future file management requirements today

Planning on expanding your business in the future? If so, you’ll need to consider how much extra records storage space you might need over the coming years. Taking the time to plan for growth situations now will alleviate a lot of the hassles and headaches down the road.

3. Follow the lifecycle of your records

When it comes file storage, you should be able to easily track the lifecycle of all your records. Understanding where and when files were created, not to mention who is using them and how often, will help your operations run much smoother.

4. Consider your specific records safety and security needs

No two business are alike, as each has their own set of records safety needs. Obviously, for many organizations, you will have to take all applicable records retention policies into consideration. But there are a host of other security features that you might not have thought about.

Have you prepared for a natural disaster? How about human-caused fires or floods? Or will you need a secure offsite storage location that can only be accessed by authorized personal? If complete records security is important to you, examine all of your media storage possibilities.

5. Ensure your records survive that upcoming move

Moving in the future? If you are, you’d better plan for the worst before it is too late. The last thing any business owner wants to deal with is lost or ruined files. So, whether your organization is moving across the street or across the country, you need to ensure your records make it to the new location in one piece.

Now that you have carefully assessed your current records storage needs, you’ll be better equipped to turn your plan of action into a reality. Need help creating a smarter, more cost-effective records storage solution? Contact BCRMS today!