“Records management is knowing what you have, where you have it and how long you have to keep it.”
People sometime do not understand what records management is all about – they want their organization needs to be met without any hassle. To make things simpler we have this guide which pretty much should clear your misunderstandings.
IT cities top the list when it comes to setting up a business. These Fortune 500 companies have plenty of physical copies of documents. These documents eat up office space and hamper work productivity. The solution to this problem is to instill a record management system.
Records management is a service specifically designed for storing and managing documents, usually in cardboard boxes. These firms have a secure warehouse and a strong racking system so boxes can be stacked efficiently. They bar code every box so you can track it on a central database. This allows clients to get items from storage all within a few clicks. The client just needs to pick the time and date for delivery.
Here is a look at the pros and cons of Records Management
When choosing a firm that deals in record management; one needs to do the basic hygiene checks. So what does one look for? The facility should have a 24/7 security staff and CCTV system. The second point is because one is storing important documents, climate control is primary, so that the documents do not get damaged with time. Because one is not allowed inside the room, a viewing room for your boxes or documents is essential.
It all comes down to this. The ONE and ONLY query. How big a whole will it burn into the pocket? Space is premium all over the world. Therefore, pricing will be steep for sure. However, it is cheaper to use the services of records management for document storage. Certain firms give you a price by the space you use or the number of boxes used or a combination of both. It is best to always take a little more space because you never know when storage space could increase or decrease. The firms are normally flexible in that sense.
When storing documents, the loss of physical document damage or decay is a potential problem. Therefore, to ensure they last, paper documents should ideally be stored in cooler temperatures, without much humidity, and a proper ventilation system in place. One should also check the protection of documents against natural calamities i.e. floods, fire or any other. Finally one needs to check if the facility has a raised platform. This will help the documents from getting wet/moist and reducing the risk of damage.
Records management is therefore designed to be a simple and convenient solution. Gone are the days when you were hassled of retrieving documents and files. Pick up the phone or go online and get the boxes delivered at the doorstep.