Records storage and information management is something that all businesses need to take into account, especially when storing information that holds sensitive data, but what is the best way to store this information?

In the office

For smaller companies, storing sensitive data in the office could be sufficient enough. Filing cabinets, shelving or even by purchasing storage boxes could be prove to be an adequate solution to managing important information.

Generally, you would need to have someone to manage this information, especially since once a file is stored; it doesn’t always become inactive, so therefore, may need to be retrieved at a later date. So it is always important when storing any kind of information, that is it stored in such a way that whenever a document is required, it can be found easily, rather than having to waste time hunting around in boxes to find a file.

When storing information in the office, always ensure you give yourself enough space for the documents, because if you try to cramp paperwork in a small space, there is risk of damaging that information.

Additional Premises

Some companies may choose to look around for additional premises to store information once it is evident that the office is overflowing with paperwork. This is a good idea if you are able to equip your new premises with everything you need to ensure your sensitive documents are kept in a safe and secure environment.

As well as the cost for additional premises, you would also need to take into account how much time would need to be given for employees to visit the premises when it comes to filing the documents as well as ensuring that information is filed correctly.

As well as storing and retrieving documents, there is also the task of destroying that information when it is no longer necessary to keep it on file. Therefore, if you have alot of information which needs storing and you purchase addition premises to manage it, are you able to also destroy that information? You could look to outsource the document destruction task or look into the cost of destruction yourself.

Off-site Records Management

This method of document management covers all the requirements as well as proves to be less costly than going down the route of purchasing additional premises to keep information stored and managed effectively.

For mid to large companies who gather alot of information on a daily basis, it would be a massive task to store and manage all the information that comes in. This could create a department in itself, however, when most people start up their own business, the area of skill is generally not in the document management industry.

However, there are companies who have set up specifically for document management rather than just creating a whole new department for this task. In this case, for mid to larger companies, outsourcing their document management could prove to be the best and most cost effective option available.

Off-site records management companies have all the necessary equipment and space that is required to ensure information is stored in a safe and secure environment as well as having those documents all on record to ensure that when a document is requested by the business, there can be a same day delivery in place which does not require a member of staff to travel to the premises to collect information.

There is the option of appointing authorised employees to collect data if this is a requirement, but it is not always a necessity if the records storage company offer this service.

So, there are a few ways which you can consider when it comes to storing information effectively in relation to your type of business.