“Records management is knowing what you have, where you have it, and how long you have to keep it.”
Sometimes people don’t understand what records management is all about – they want the needs of their organization to be seamlessly met. To keep things simple, we have this guide that should clear up your misunderstandings.
IT cities top the list when it comes to setting up a business. These Fortune 500 companies have many physical copies of the documents. These documents consume office space and hinder work productivity. The solution to this problem is to implement a records management system.
Records management is a service specifically designed to store and manage documents, typically in cardboard boxes. These companies have a secure warehouse and a strong racking system so that the boxes can be stacked efficiently. They barcode each box so you can track it in a central database. This allows customers to get items from storage with just a few clicks. The customer only needs to choose the delivery time and date.
Here’s a look at the pros and cons of record management
Safety
When choosing a company that deals with records management; You have to do basic hygiene checks. So what does one look for? The facility must have 24/7 security personnel and a CCTV system. The second point is because one is keeping important documents, the air conditioning is essential, so that the documents are not damaged over time. Since you are not allowed in the room, having a display room for your boxes or documents is essential.
The cost
It all comes down to this. The ONLY query. How big will it burn in your pocket? Space is at a premium all over the world. Therefore, the price will be high for sure. However, it is more economical to use records management services for document storage. Some companies give you a price for the space you use or the number of boxes used or a combination of both. It is best to always take up a little more space because you never know when your storage space may increase or decrease. Companies are normally flexible in that regard.
The environment
When storing documents, physical document loss, damage, or decomposition is a potential problem. Therefore, to ensure that they last, paper documents should ideally be stored at cooler temperatures, without high humidity and with adequate ventilation. The protection of the documents against natural calamities, that is, floods, fires or any other, should also be checked. Finally, it must be verified if the facility has a raised platform. This will help keep documents from getting wet or damp and will reduce the risk of damage.
convenience
Therefore, records management is designed to be a simple and convenient solution. Gone are the days when you bothered to recover documents and files. Pick up the phone or go online and have boxes delivered to the door.
We hope that most of your questions have been answered. Records management will come out of the folds that organizations suffer over the years.
Until then happy boxing!
