Records management for individuals and small business

When talking about records management, most people envision large corporate warehouses full of workers driving forklifts, moving and maintaining huge numbers of boxes full of receipts, invoices, and other data. While document storage is an important part of the records management process, it is far from the only solution. In fact, document management is not just for big business; small business and individuals can also reap the rewards of proper records management. In this article we will explore some time-tested records management solutions used by major companies, and develop a plan to help the individual or small business implement these strategies for themselves. Use these tips to get started managing your own records today.

The first step in managing your own records involves sorting and classifying all filed. Determine which files you need to keep and for how long. Consider hiring a records management specialist if you need help. These experts can assist in classifying your documents, as well as developing a plan for their care and storage over the document life cycle.

The second step in records management is the destruction of all unnecessary documents. For large companies, these papers are loaded onto trucks, and taken to a facility to be destroyed en masse. From there, the papers are either shredded to pulp, or pulverized into a powder. For an individual or small business, such elaborate equipment is not necessary. A simple paper shredder – available at an office supply store – should be able to handle most tasks. In case you have many short-term documents which need to be destroyed on an ongoing basis, consider investing in a certified shredding service, available from your local records management firm.

Step three of basic records management involves storing required documents. You can either keep your records in a storage facility, or scan them into digital files. Both are good options for different types of records. Document storage is best for files which are required to be retained, but do not require immediate access. Whether you store your files yourself, or at an off-site facility, make sure your storage area is secure, clean, and climate controlled. For files which need to be retained for long periods, yet remain highly accessible, digital scanning may be a better option.

The fourth step in records management involves protecting your assets. Everything from patents, to official documents, to secret recipes, are considered intangible or information assets. It is vital to your business that such assets are protected. Place these items in a safe, a safe-deposit box, or a secure record storage and asset management facility to ensure they are not misplaced or tampered with.

Finally, now that all of your records are where they should be, it is time to make a schedule to handle future records as they are created. Paperwork will never stop piling up, so make a plan. For an individual or small business, keeping track of your records may only take a few minutes a day. Those minutes you spend today will save you hours later on when it is time to access your records. Follow these few simple steps, and work with confidence and piece of mind knowing that your records are properly cared for and accessible.

Contact Corporate Storage Services for more information on records management, secure shredding and scanning services.