The importance of document security and record management

Although often overlooked, records management plays an important role in running a successful business. Paperwork and computer data outline every transaction made by your company, and keeping all this information organized and accurate is the key to success. The security of your personal and business records is very important. Let’s take a minute to explore how the most common threats to your sensitive information can be prevented through proper document management.

Avoid accidents:

By storing your important documents in a safe, climate-controlled environment, you avoid the risk of lost, stolen or damaged items. Whether you decide to store your documents yourself, or rent space in and off-site file storage, make sure the repository is suitable for such a purpose. Storage rooms should be clean and ideally used only for storage. A good storage area will be out of the way and safe. While the chances of an item in your office being lost or damaged on any given day are small, many stored documents have a very long life. Important documents – everything from board meeting minutes, medical records, tax and financial data – must be kept for years, if not indefinitely. As time goes on, the odds of these documents being misplaced, damaged or tampered with increase.

Prevention of fraud and theft:

thaw records management techniques – certified shredding and off-site storage – are aimed at keeping your sensitive information secure. Did you know that a staggering percentage of accounting and other fraud in the United States is performed by the victim’s own employees. In spite of popular belief, most frauds do not involve any detailed scheme or coverage. In many cases, the perpetrator simply needs extra cash when he comes across some financial documents lying around the office; These documents include information such as credit card numbers, tax IDs, bank account information and more. Whether it is carelessly littered around or stored neatly in paper boxes and leaving such documents unattended, these are poor records of practice. To remedy the situation, consider storing your financial and other sensitive documents in a secure, secure off-site repository.

Also consider a secure shredding service for short-lived documents. Most records management companies offer some kind of certified shredding service. With this service, your office receives trash. Simply fill trash with your unnecessary paperwork, and then call your management company to pick them up and replace trash with new ones. You can rest assured that your sensitive documents will be destroyed before they fall into the wrong hands.