Is Your Records Management Plan Starting to Feel Like Groundhog Day?

As you and your organization enter 2017, is your record management plan starting to feel like Groundhog Day - just the same old routine over and over again with no thought?

If you aren’t thinking strategically about your records management plan, it might be time to reevaluate how you’re storing and disposing of your critical records. Shredding documents in-house, consistently misplacing valuable information, overusing paper and overflowing storage are just a few signs of an inefficient system.

Let’s take a closer look at the signs of an ineffective records management plan and how a new and improved system can help your business see positive results this year.

Trouble accessing records  

Spending time searching for regularly needed documents is a key sign of inefficient records management. The costs associated with searching for important files add up quickly.

If you frequently access and retrieve your business’s primary records as paper documents, now might be a good time to consider transferring some records to a digital format. Digital file storage increases efficiency and let’s your customers know you’re adopting environmentally conscious business practices.

Before transitioning, keep in mind that some federal and state regulations require companies to maintain paper copies of certain records. Contact a reputable records management service to discuss the best options for a paperless transition and records retention.

Shredding Paper In House

Even if you’ve adopted a mostly paperless strategy, there are some paper files you just can’t avoid storing for compliance reasons. However, when it comes time to safely destroy those documents, in-house shredding often wastes valuable time and money.

The costs associated with in-house shredding quickly add up. Potential expenses include the labor costs of employees tasked with shredding documents and the maintenance costs of keeping your in-house shredder operational.

What’s more, when you handle document destruction in-house, untrained employees may be left responsible for deciding what needs destroying and what doesn’t, creating the potential for costly errors.

Cost-effective and convenient professional document shredding ensures compliance with document disposal regulatory guidelines, enhances security, and maximizes employees’ time so you can focus on running your business.

Misplacing Valuable Information

The information stored in your filing cabinets, storage lockers and hard drives is critically important to your business. So, why take the chance of it going missing?

Reputable document storage services provide safe, environmentally controlled, secure storage and transportation in GPS-monitored vehicles, so you can have peace of mind about the safe transport of your documents to the storage location. You won’t need to worry about any valuable files going missing and they’ll be available if and when you need them.

If you recognize the signs of an efficient records management system in this list, the experienced team at Gilmore Services can help. We understand the importance of efficient records management, so we strive to help streamline your business process and protect your most valuable assets. Our document management and records storage facilities are secured by 24-hour surveillance and run by highly trained and vetted staff.

Contact us to discuss the best records management solutions for your business and take the first step toward ensuring the complete safety, longevity and usability of your company’s information.