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What to Consider When Choosing Records Management Companies?

If you have no experience in the field, you may think that all records management solutions are the same, but in reality, there are many factors that you have to consider when choosing one. Your records are at risk from a wide variety of factors from failing hard drives to unvetted employees, and when you hand over important documents you want to be sure that they are taken care of. We are going to go through today, the list of factors that you and your organization should consider when choosing records management companies.

Before you choose a provider to manage your records, here are some key factors to determine if their facility has what it takes to meet the high standards of proper records management storage. Today we will look over Security, Maintenance, Access, and Hazard Protection. All of these are important factors to consider when it comes to records and information management. If you wish to find out more about what records management is, this article provides more information. If you wish to know why records management is important, you can find more information here.

Table Of Content

4 Things to Consider When Selecting Records Management Company

FAQs

Conclusion

4 Things to Consider When Selecting Records Management Company

4 Things to Consider When Selecting Records Management Company

1. Security

The most important factor to consider about records management is security. Data breaches in modern times are extraordinarily common, and can potentially cost your corporation millions of dollars. Your physical and electronic records need to be secured. A building with CCTV monitoring, as well as a secure intruder alert system, are required. All the technology used in the building should be updated to the most recent versions, and the data management company's employees are vetted for security. All of these are factors that are required to keep your information safe.

2. Building Maintenance

A well-maintained building is essential for records storage and is just as important as security. In records management, having a properly maintained building not only shows that the records management company is serious about what they do but also ensures that your records and information are safe from a wide variety of hazards. Mice and dust are two very common issues in record-keeping that can be averted simply through regular maintenance services.

This maintenance should also include security services, as you want your records to be safe from theft as well. In this regard, you want to make sure that only authorized employees of the records storage company to have access to the building. Furthermore, these employees should have been screened, vetted, and trained in a records management program. These are all records management services that are important to consider when choosing a document management company from anywhere across the united states.

3. Access

Access to your documents is just as important as their security as if you cannot access your records when you need them, there was no point in information management. When there is an emergency, you rely on your record management company to allow you to access records quickly and effectively. In emergencies time is money, and you don't want to be denied access for days on end when you are dealing with situations ranging from audits to hurricanes. You should know what the expected response time is for your vendor in an emergency so you may plan around that in a bad situation.

You should also know how long it takes your records management company to respond when there isn't an emergency, and how long it would take to withdraw and find one specific record. You should also know whether or not they have a system for managing records and allowing you to access them after hours, or on holidays. What functionality they give when it comes to doing records management remotely, what devices this works on, and how long it takes to access your records storage. These are all timings you should know and ask about, so when the time comes you know that you can access your records storage quickly.

4. Hazard Protection

There are four major categories of disasters that your records management vendor should be prepared for, and you should be as well.

1. Fire

Most records are extremely flammable, and so Fire Protection should be one major topic you should discuss with your document management company. Their facilities should be equipped with reliable fire detection and protection systems and should meet if not exceed fire code requirements.

2. Natural

Natural Hazards include everything from floods to earthquakes and to storms. You should ask your records management vendor, which of these natural disasters their facilities protect against. Do they have a flood management system, with airtight storage rooms, or if they offer services such as document scanning in the face of such threats?

3. Technical

This section of hazards covers Power outage, dead CPU, to dead hard drives if they offer electronic records management. Do they run their servers in RAID, and if so which version. How long would it take to recover data if it turned out a hard drive broke down. This is critical information you should know and should combine it with the vendor's track record to see how prepared they are for these relatively common occurrences.

4. Human

This is the widest category of hazards, and it is very likely that your vendor cannot guarantee you quick and easy access to your records storage after one of these events. These range from relatively minor hazards such as data entry errors, to moderate hazards such as an epidemic, to large scale threats such as war. While it is extremely likely that any records management vendor is prepared for all human hazards, you should discuss what scenarios they are reasonably prepared for and their expected response time. The important aspect is that you are comfortable with the security and services that your information management, and document management vendors provide.

You may also like to read: 6 Best Document Management Solution of 2020 (Pros + Cons)

FAQs:

1. What is records management?

Answer: Records management is a critical business activity meant to track and record business purchases, and activities. To do this each business must create, receipt, maintain, and dispose of its records. These records can include everything from invoices, and contracts to tax returns, and allow for your business to have access to crucial documentation if and when it is needed. Keeping all of these management records in a secure storage location with adequate records management services is of paramount importance.

It is important to keep your records secure as they often include sensitive information about your company. It is equally important to have access to your business data quickly in case of emergencies. Each record contains important information that should be protected. This can be done through data protection services such as encryption and timestamps to validate the date of a document, and to make sure that it isn't changed after the submission.

As records may contain information that may be relevant for decades to come, it is important to change your electronic storage services every few years to ensure compatibility. All of these factors are important, as, in the end, a company uses records as evidence. The transparency and security of these records should then be paramount. As many businesses and even governments often outsource records management, it is important to make sure that your vendor has the services you require.

2. What is the importance of Records Management?

Answer:

Evidence

Keeping and managing your records maintains evidence which may be required in a court dispute to support your case.

Reports

Records often contain critical information assets that help makes progress reports regarding current projects and the success of your company.

Help make policies and decisions

Records often have performance data about the past performance of your company. This information allows the administration to make decisions regarding everything from employee productivity to inventory to employment criteria

3. What are the 3 different types of Records

Answer:

Employee Record

An employee record covers anything about the employees within your organization. This ranges from their responsibilities to their salary, and department. It also covers your company posting a job alert, to find new talent.

Legal Records

The legal record's purpose is to provide evidence in case it is needed. These include contracts, rental agreements, and tax forms. This is to ensure compliance with legal procedures, laws, and having paperwork ensures accountability and limits risks pertaining to lawsuits.

Accounting Records

Accounting records account for anything related to money. This includes the budgets of departments, as well as invoices sent to your customers. These records are incredibly important to budgeting and measuring the cash flow of your organization

Conclusion

You are trusting the records management companies to manage very critical data, and as such there are a lot of factors for you to consider. Overall, you should choose a records management option that is within your budget, meets your expectations of security, has the services you require, and gives you a reasonable response time.

There are many records management services out there, so don't feel as if you have to settle for a vendor that doesn't suit your needs. We wish you the best of luck! In case, if you want to give your feedback or have any comments, share it with us through our contact us page.

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