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Many companies focus their New Year's resolutions on increasing revenues and lowering budgets. However, many forget to ensure the security of sensitive information stored in the office. Your building may have the tightest security systems in place, but when it comes to safeguarding client and employee data, you may be neglecting some critical records management, records disposal, and records storage processes.
In addition to protecting private data, a Montgomery records management service can actually help you achieve your budgetary and revenue goals by increasing productivity and streamlining office operations. Let's take a closer look at the systems you can implement in 2013 to protect your company's reputation, assets, and infrastructure with these ten New Year's records management tips.
1. Identify Sensitive Data
Identify what documentation your business uses on a regular basis. These items should be kept onsite and within easy access so your company can function properly. If these documents include sensitive materials, such as a tax identification number or business license, they should be kept in a locked file cabinet.
2. Inventory
Even if you have hired a Montgomery records management service, you need to know what files you have, where they are, and who has access to them. Save time by making this inventory in conjunction with your records management service.
3. Archive Old Files
Files that your business does not use daily need to be archived. This saves on storage space in-house and helps eliminate the threat of office theft.
4. Organize and Segregate
Organizing files in-house, or with the help of an experienced records manager, ensures continuity. Segregate files into four categories: working, administrative, storage, and references. By creating these four segregated categories your employees waste less time sifting through old files and your Montgomery records management service can retrieve your files faster.
5. File Regularly
Letting files pile up causes many liability risks in addition to wasting time. Documents misplaced or easily picked up by identity thieves are low hanging fruit. Instead, file regularly and shred proactively. Compare the cost of having a staff member file on a regular basis with the money your business saves on liability suits and productivity loss.
6. Minimize Litigation Risks
Most companies do not exactly keep money lying around to cover litigation expenses. However, many should if they are ignoring their records management responsibilities. Depending on the business and the extent of a data breach, litigation can cost a business thousands—or even millions—of dollars. You can minimize your organization's litigation risks by hiring a Montgomery records management service to implement a secure system that protects private data. Another benefit of records management services is that, in many cases, you can shift liability from you to them.
7. De-clutter
Poor record management and storage leads to misplaced information and lost files. Boost productivity and save your team time by de-cluttering storage areas and move unused files to an off-site storage location instead.
8. Use Off-Site Storage
Files you no longer use do not need to take up space in your office. Hiring a records management service enables you to not only save space, but save money as well. Traditional public storage units cost 35 to 55 percent more, and do not have the same security and storage protocols provided by a reputable Montgomery records management service.
9. Shred Old Documents
According to the IRS, businesses are not required to keep documents that are over three years old. However, most business owners should keep their files for a minimum of seven years to be safe. Documents that are suitable for discard do not need to be stored, but they should never be thrown in the trash either. One of the fastest ways for identity thieves to obtain your sensitive data is just to sift through the trash. Instead, use a trusted shredding service that provides onsite shredding bins and secured facilities for shredding and document disposal.
10. Save Time and Money
Montgomery records management services offer off-site, secure storage that reduces your organization's liability. They also eliminate in-house records management hassles so you can focus on your job. In addition, they help your business save 30 to 60 percent on storage fees, productivity losses, budgets to cover liabilities, and office storage space. Look for a records management service that has strict security protocols, shredding, and intelligent archival systems. Remember that companies that only offer storage can be costly, especially when you consider the fact that you have to pay secondary services to organize, archive, and shred documents.
In addition to protecting private data, a Montgomery records management service can actually help you achieve your budgetary and revenue goals by increasing productivity and streamlining office operations. Let's take a closer look at the systems you can implement in 2013 to protect your company's reputation, assets, and infrastructure with these ten New Year's records management tips.
1. Identify Sensitive Data
Identify what documentation your business uses on a regular basis. These items should be kept onsite and within easy access so your company can function properly. If these documents include sensitive materials, such as a tax identification number or business license, they should be kept in a locked file cabinet.
2. Inventory
Even if you have hired a Montgomery records management service, you need to know what files you have, where they are, and who has access to them. Save time by making this inventory in conjunction with your records management service.
3. Archive Old Files
Files that your business does not use daily need to be archived. This saves on storage space in-house and helps eliminate the threat of office theft.
4. Organize and Segregate
Organizing files in-house, or with the help of an experienced records manager, ensures continuity. Segregate files into four categories: working, administrative, storage, and references. By creating these four segregated categories your employees waste less time sifting through old files and your Montgomery records management service can retrieve your files faster.
5. File Regularly
Letting files pile up causes many liability risks in addition to wasting time. Documents misplaced or easily picked up by identity thieves are low hanging fruit. Instead, file regularly and shred proactively. Compare the cost of having a staff member file on a regular basis with the money your business saves on liability suits and productivity loss.
6. Minimize Litigation Risks
Most companies do not exactly keep money lying around to cover litigation expenses. However, many should if they are ignoring their records management responsibilities. Depending on the business and the extent of a data breach, litigation can cost a business thousands—or even millions—of dollars. You can minimize your organization's litigation risks by hiring a Montgomery records management service to implement a secure system that protects private data. Another benefit of records management services is that, in many cases, you can shift liability from you to them.
7. De-clutter
Poor record management and storage leads to misplaced information and lost files. Boost productivity and save your team time by de-cluttering storage areas and move unused files to an off-site storage location instead.
8. Use Off-Site Storage
Files you no longer use do not need to take up space in your office. Hiring a records management service enables you to not only save space, but save money as well. Traditional public storage units cost 35 to 55 percent more, and do not have the same security and storage protocols provided by a reputable Montgomery records management service.
9. Shred Old Documents
According to the IRS, businesses are not required to keep documents that are over three years old. However, most business owners should keep their files for a minimum of seven years to be safe. Documents that are suitable for discard do not need to be stored, but they should never be thrown in the trash either. One of the fastest ways for identity thieves to obtain your sensitive data is just to sift through the trash. Instead, use a trusted shredding service that provides onsite shredding bins and secured facilities for shredding and document disposal.
10. Save Time and Money
Montgomery records management services offer off-site, secure storage that reduces your organization's liability. They also eliminate in-house records management hassles so you can focus on your job. In addition, they help your business save 30 to 60 percent on storage fees, productivity losses, budgets to cover liabilities, and office storage space. Look for a records management service that has strict security protocols, shredding, and intelligent archival systems. Remember that companies that only offer storage can be costly, especially when you consider the fact that you have to pay secondary services to organize, archive, and shred documents.
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