10 Records Management Tips to Help You Save Money in 2017

10 Records Management Tips to Help You Save Money in 2017

Many businesses focus their New Year's resolutions on lowering budgets and increasing revenues. However, many forget to ensure the security of sensitive information stored in the office. Your building may have the tightest security systems, but when it comes to protecting client data, you may be neglecting some critical records management, storage, and disposal processes.

In addition to safeguarding private data, a records management service can actually help you achieve your revenue and budgetary goals by improving productivity and streamlining office operations. Let's take a closer look at the systems you can implement in 2013 to protect your company's assets and reputation with these ten New Year's records management tips.

1. Identify Sensitive Data

Identify what documentation your business uses on a daily basis. These items must be kept onsite and within easy access so that your business can function properly. If these documents include sensitive materials, such as a business license or tax identification number, they should be kept in a locked file cabinet.

2. Inventory

Even if you have hired a records service, you need to know what files you have, where they are, and who has access to them. You can make this inventory in conjunction with your records management service or handle it in-house.

3. Archive Old Files

Files that your business does not use daily can and should be archived. This saves on storage space in-house and helps eliminate the threat of theft from your office.

4. Organize and Segregate

Organizing files in-house, or with the help of an experienced professional ensures continuity. Segregate files into four categories: administrative, working, references, and storage. By creating these four segregated categories your employees waste less time sifting through old files and your records management service can retrieve your files faster.

5. File Regularly

Letting files pile up wastes time and causes several liability risks. Documents misplaced or easily picked up by identity thieves are low hanging fruit. Instead, file regularly. Compare the cost of having a staff member file on a regular basis with the money your business saves on productivity loss and liability suits. Shred proactively.

6. Minimize Litigation Risks

Most businesses do not exactly keep funds lying around to cover litigation expenses. However, many should if they are ignoring their records responsibilities. Depending on the company and the extent of a data breach, litigation can cost a business thousands-or even millions-of dollars. You can minimize your company's litigation risks by hiring a records management service to implement a secure system that protects sensitive 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 lost files and misplaced information. Save your team time and boost productivity 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 storage and security protocols provided by a reputable 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 clients' private information is just to sift through the trash. Instead, use a trusted shredding service that offers onsite shred bins and secured facilities for shredding and document disposal.

10. Save Time and Money

Records management services offer off-site, secure storage that reduces your company'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 productivity losses, storage fees, liability budgets, and office storage space. Look for a service that has strict security protocols, shredding, and intelligent archival systems. Companies only offering storage can be costly, especially when you consider the fact that you have to pay secondary services to archive, organize, and shred documents.

Now is the time to get your office's records management systems in place for 2013, so start your search for the best records management service in your area today.

Scott McNelley is the CEO of Admiral Movers and Admiral Records Management. Known as the elite residential and commercial moving company in Montgomery, Alabama, Admiral Movers specializes in total office move management. Admiral Records Management is Montgomery's leading expert in secure chain of custody and records transfer, shredding, scanning, and document storage. Together, Admiral Movers and Admiral Records Management provide organizations with comprehensive move management solutions that not only include moving physical assets, but also the sensitive information that must be diligently protected during an office move to eliminate client liability and prevent data breaches. With 25 years of experience, Scott McNelley and his team enable clients to rest easier knowing all property and private data is moved securely on time, every time. Visit http://www.AdmiralMovers.com or http://www.AdmiralRecordsManagement.com to learn more or call 877.816.3454 to start your Montgomery office move today.

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_(By Scott McNelley).