Top Five Reasons to Outsource Records Management

Records Management

 

Are you overwhelmed by the growing complexity of records management for your organization? Destruction dates, retrieval times, space constraints are all taking attention away from your business!

Let a records management professional take care of it for you. Below are the top 5 reasons why you should consider using a firm like Southeastern Records Management.

 

1. Minimize Operating Costs

Outsourcing records management is an ideal solution for companies that retain their documents for an extended period of time. With IRS retention requirements and the desires of our clients, very few organizations have the option of destroying documents quickly. When considering the cost per square foot to store records in-house, the staffing hours required to maintain the filing system and the expense of filing equipment, records management can quickly become costly. By allowing a third-party to manage their records, it not only opens up opportunities for companies to better utilize that extra workspace, it frees up valuable time for more revenue-oriented tasks. Organizations can leverage these gains in increased workspace, time, and efficiency to significantly reduce spending without sacrificing availability to the records they need.

2. Improve Efficiency and Productivity

Outsourcing records management can improve the efficiency and productivity of your business. The time spent searching for, waiting for, or simply handling information can drive up costs and is an inefficient use of time. Outsourcing gives companies the ability to retrieve the information they need when they need it which improves business operations and increases employee productivity. It also gives businesses the flexibility to repurpose staff previously dedicated to records management for other operations that focus on creating revenue or supporting critical services.

3. Ensure Regulatory Compliance

Keeping track of the standards and regulations that organizations are required to follow can be an overwhelming task. By outsourcing records management to a specialist, companies can benefit from consulting services that can design a plan specific to your business needs and help install operational policies that ensure industry standards are met. Third-party providers can offer peace of mind by providing document storage environments that are certified for regulatory compliance.

4. Reduce Litigation Risks

An external audit of your records or a legal action involving your company can be quite costly unless you are well prepared to face outside scrutiny. The disruption to your everyday operations, as well as the potential penalties for non-compliance, can put your business at risk. By outsourcing records management, organizations minimize those risks by ensuring that their sensitive data is protected and file systems are complete and easily accessible. Third-party providers also offer shredding services for complete and secure document destruction of private and proprietary data minimizing the risk for criminal and civil prosecution.

5. Protect Vital Information

Many organizations, especially government agencies and offices, are required to maintain their files for an extended period of time, more than a decade in some instances. To retain these records, these companies need to pack these files in a sturdy container and store them in an environmentally-controlled space. Some institutions attempt to simply place these boxes in basement or attic spaces. However, flooding and water damage caused by leaks make any storage in basements risky. Storage in upper floors involves risks associated with birds and other animals entering through cracks and windows. By outsourcing records management, businesses can ensure that their records are protected from the elements and stored in a quality environment that meets the needs of each file type.

At Southeastern Records Management we bring our years of records management experience to meet your needs. We offer off-site storage, document destruction, digital imaging, and delivery to your door. Our clients have trusted us with their most precious records for years. To hear what some of our clients have to say about working with us, visit our home page here. To set up a time for a free consultation, please call us at (229) 241-8895.

 

Photo courtesy of Redjar

Shredding: How Document Destruction Can Save Your Business

Shredding

Shredding documents at the end of their lifecycle helps control storage costs, eliminates the risk of unauthorized access to your most sensitive documents and reduces the organization’s exposure in the case of a lawsuit.

Using a professional records management firm, like Southeastern Records Management, allows you to “set and forget” your document retention schedule. Every record you check into our facility is assigned a date for secured document destruction. We automatically destroy each document at the predetermined date and provide you with a Certificate of Destruction.

Outsourcing records management and document destruction can increase efficiency and protect your bottom-line

By outsourcing your records management, you can ensure increased efficiency by cutting the time your staff spends searching through files and pulling documents that are past their retention date. The savings earned in time, energy and equipment can then be focused on more critical tasks.

 Shredding prevents information from falling into the wrong hands, protecting your valuable data

Shredding prevents identity theft and information from falling into the hands of competitors. While shredding all documents makes good business sense, some sensitive records fall under stringent compliance laws and create liability risks and fines, if not properly handled.

These include but are not limited to:

Payroll Records

Engineering & Design Notes

Personnel Information

Sales Reports

Financial Statements

Medical Records

Tax Records

Customer Lists

New Product Proposals


A Certificate of Destruction provides assurance to your employee and client base, protecting your company’s integrity

Your customers and employees want the assurance that their personal information is protected. When you use our professional shredding services, you will receive a Certificate of Destruction every time your records are destroyed. This certificate provides proof that you have protected and destroyed sensitive documents according to local, state and federal compliance laws.

Every business, regardless of size or industry, should have policies and procedures in place to assure confidentiality of information when destroying sensitive documents. Outsourcing your records management and shredding needs can ensure that these procedures are followed. Shredding not only protects your customers and employees, but also protects your company’s reputation and exposure to legal liabilities.

If you do not have a companywide document destruction policy, we would be happy to help you set one up. For the security of your business and your personal information, working with a professional records manager, like Southeastern Records Management, can greatly decrease your risk and increase the efficiency of your organization.

To hear from some of our clients and take a virtual tour of our facility, please go to our home page here. To set up a time for a free consultation about your records management and document destruction program, please call us at (229) 241-8895.

 

Photo courtesy of Microsoft

Hello world!

Welcome to Southeastern Records Management. We work to help make Southeastern Records Management first choice when considering storage for your records.