Organize Your Record Management Plan Today

record management

Organization is key when trying to optimize your record storage program. With so much information to take into consideration with records, it can be useful to follow some guidelines.

We were able to get tips from Helene Segura, M.A. Ed., CPO® – Productivity Consultant & Time Management Fixer, on some of the best ways to maintain an effective record management plan.

Get Organized

  1. Determine what categories of docs are shared versus individual.
  2. Have your departments decide the best method of storage and retrieval
    for the shared docs.
  3. Have your departments decide the best method of sharing individuals’
    file systems – in case that employee is suddenly not available.
  4. Have backups for all digital systems.
  5. Schedule a yearly retention-revisit to give employees a chance to review
    retention standards, cull papers and/or digital files that don’t need to be
    saved, and tidy up any onsite or virtual document storage sites.

Record Retention

Segura also mentioned that following a document retention policy is crucial for maintaining proper record management practices.

  1. Research their industry’s standard policies for retention, especially if
    there are legal or licensing requirements involved.
  2. Confer with their CPAs or tax representatives to determine what the
    company’s retention policy should be for their specific situation.
  3. Create a retention guideline that’s shared with all employees.
  4. Schedule a yearly retention-revisit to give employees a chance to review
    retention standards, cull papers and/or digital files that don’t need to be
    saved, and tidy up any onsite or virtual document storage sites.

Let Us Help

Record Nations works to help make sure transferring to an organized document management system is seamless. We specialize in helping you find a contractor that’s right for your businesses to help you get organized, store, and scan documents. If you are interested in learning more about the document management services that we can provide please fill out the form to the right, or give us a call at (866) 385-3706.