5 Top Practices in Document Record Management

Posted on January 9, 2017

Document Record Management is the lifeblood of any organization. Just think about it. If your data is damaged, lost, or stolen, it could seriously disrupt your operations and even shut your business down for good. That is precisely why good recordkeeping is an integral part of most successful companies. Having a proper record management system in place will not only ensure the safety of your information, but also helps to boost your business’s operational efficiency.   

Whether you are the CEO of your company or a part-time filing clerk, if the responsibility of records management has fallen on your shoulders, you’ll need to follow some basic steps. Here are five key record management guidelines to help point you in the right direction.   

Understand Your Organization’s Document Record Management Needs

Good records management starts will a solid understanding of your business’s needs. Legal documents, personal information, copyrighted materials—these are all vital records that you are going to have to protect.

Once you have a clear picture of your company’s documentation needs, you’ll be able to meet operational, legal, and regulatory requirements, as well as improve the efficiency of your business.

Develop a Clear Records Management Policy

Every organization should have a clearly defined records management policy in place. The policy should also be reviewed and adjusted as needed on a regular and ongoing basis. When it comes to effective recordkeeping, it is also important to provide ongoing records management training to your employees.

Create a Records Management System

Now that you have designed and implemented a records management policy, it’s time to think about storage. Make sure your document storage plan will allow you to carry out all the necessary recordkeeping processes like collection, organization, destruction, retention, and tracking. If your current document filing system isn’t everything it needs to be, a professional records management company can meet your document storage needs.

Generate a Records Retention and Disposal Schedule

A well-developed records retention schedule is crucial to your records management system. You’ll have greater control over your documents by knowing how long your records need to be kept and when they need to be destroyed. Having a sound records retention and disposal schedule will allow you to effectively manage your organization’s legal and regulatory requirements, helping your business stay compliant.  

Outsource Your Records Management

Tired of searching for misfiled documents? Worried about lost or stolen information? Don’t know what to do with that ever-growing pile of paperwork? Outsourcing your records management duties to a professional document storage provider will ensure you stay on top of your business, legal, and regulatory obligations.

Well, there you have it—five top record management practices that will help your business run smoothly. At BCRMS, we provide a full range of records management services, including tracking, destruction, scan on demand, and much more.  

For more information about our records management services, contact us today.