April is National Records and Information Management Month
April is National Records and Information Management Month, and it emphasizes the value and importance of organizing and maintaining records and data efficiently and safely. Today, companies are producing more data records than ever, and they must have a document management strategy to protect, preserve, and manage their records to survive.
Keeping information organized, secure, and accessible should always be a priority for your business, and this month is the perfect time to get started.
Below are 6 practices to implement a successful records management strategy.
Assign a Point Person
Recruit a person or team responsible for your organization's policies, procedures, and execution of a records management strategy.
Establish Security Protocols
Security is the most crucial part of a document management strategy to ensure your business and clients' records are secure. Establish security procedures that will include training and assigning someone who has authority to access records and implement security measures.
According to ARMA, the biggest struggle with businesses is determining which records should be retained or transferred to meet state and federal requirements. Almost every industry and organization have a different set of rules they must adhere. Some businesses lack a clear understanding of the compliance regulations— ARMA Magazine provides a summary of regulations per industry. Make sure as you research your industry's compliance requirements.
Reduce Paper Records
Convert your paper records to a digital format so your company can free up important office space, secure critical data and easily access your files. Records and information need to be quickly accessible to maintain efficient operation. If you're wasting valuable time looking for papers or duplicating efforts, consider using a professional document scanning company, like Shark Shredding, which allows your company to keep all documents organized electronically for immediate retrieval. Plus, you can then properly destroy the scanned documents with secure shredding.
Securely Store Your Records
Many organizations have boxes and overloaded file cabinets of paper documents crammed in storage closets or dingy basements. Also, they face the challenge of what records to retain in original paper format to remain compliant with laws. This adds to the additional piles of paper they need to keep. Managing and storing these valuable assets in a safe, organized facility is essential. Using an offsite records storage facility is a secure and straightforward solution to clearing office space and safely storing and retrieving paper documents.
Shred Old Documents
Paper shredding safely destroys sensitive documents that could fall into the wrong hands. Without a paper shredding plan in place, you're leaving your records vulnerable to theft and opening up your organization to liability should a security breach take place.
Shark Shredding understands the importance of protecting your confidential data and why your business must have a Records and Information Management plan in place. It will protect your company from identity theft organize and manage your records. Contact us to learn how Shark Shredding can help your company with shredding and document management.