Every business wants to be more profitable, more efficient and ultimately more compliant. By introducing a professional records management plan you can be well on your way to achieve this.
Be more profitable
Costly office space can often be taken up by filing cabinets, large cupboards and piles of archiving. You’ll also need someone to correctly label, file and manage these documents. As the business and paperwork grows, so will the space you need. A professional records management company such as Archive-Vault can take your archiving worries away and store your records a secure environment, freeing up your work space and resources.
Increase staff efficiency
How long does it take for a member of staff to visit the basement, local rental unit or the back store room to locate a file? Valuable staff time can be wasted looking for various files on a daily basis. Outsourcing your archiving to Archive-Vault will give you with peace of mind that your files will be organised, categorised and delivered on time to meet your requirements. Your boxes will be assigned a unique barcode, providing you with a full audit trail.
Reduce your risk
It can become a legal nightmare if you dispose of a document too soon, or even retain it for too long. By partnering with an accredited records management company, they can provide you with advice and schedules which mean you are always adhering to legislation.
Keep private documents private
With Archive-Vault, you can be assured that all confidential data is safeguarded. We operate high security measures such as monitored intruder alarms, 24-hour CCTV, authorised personnel, keypad entry & tracked vehicles.
Preserve documents
It doesn’t take much to damage a paper document – fire, water or even a harmless cup of tea! Archive-Vault’s secure purpose built facilities incorporates tough security measures and will never negate the integrity of document and data storage.
This is just the start of a records management plan, but you can see the benefits which could be brought to any business, large or small. From day one a business accumulates data and records which are essential to the running of a successful organisation. However, it can be time consuming and costly to manage in house – and that’s not including the potential financial and legal risks of losing records or data being damaged.
There are strategies you can apply which can help ensure your data and records are secure whilst significantly reducing the possibility of loss and damage.
We like to call it the secure information triangle…
Securely store your data tapes
Do you have a business recovery plan for your backup tapes? Hard drives, tapes and portable media are susceptible to risks such as theft, humidity, dust and UV contamination and loss. At Archive-Vault we store our customers data tapes in a climate controlled, fire rated rooms ensuring the long term preservation of your data. In addition to that your tapes are barcoded for easy tracking and retrievals.
Store and manage your paper documents offsite
Is your office space taken up with filing cabinets and other storage areas? You can free up space and staff time by out sourcing this to a professional records management company like Archive-Vault; our warehouses are specifically designed for the long term and secure storage of your documents.
Destroy expired documents
Once your paper records have reached their expiry date, they should be securely shredded. If not, you are at risk of a potential data breach. A professional records management company can provide you with these strategies to ensure that you protect your business’s personal information from theft, loss and disaster.
Call us on 01603 720722 or use our contact form to put your records management plan in place.
