Important Facts of Records Management

Don't be overwhelmed if you've just been delegated the task of arranging and managing your office's records. While it can be a daunting proposition at first, once you've gotten organized you'll be in full control of your company's records.


First of all, set a priority list. Develop a record keeping system or implement one you're familiar with. Start by reviewing the box of files that's been left in your capable hands. If you're the person in charge of the entire operation, consider delegating this duty to one or a few people in your office. Identify the different locations where the files are to be kept. These should follow some form of logical organization i.e. the oldest may be kept in a basement. Assess why the records were created; find out how you'll need them in the future and who will be in charge of retrieving them. Decide on which ones are confidential and which are vitally important to the day to day running of the business. Importantly, become familiar with the legal requirements of your state; know which documents must be kept for a long period of time and how to dispose of them when the time comes.

While deciding where to store the files, note that these should be classified in order of importance. Administration files or those needed to operate the company should be easily accessed. Store the program files which describe the activities of the company, separately. And lastly, the records that describe clients, patients or specific transactions should have their own space. All of them should be labeled and arranged by date with the most recent first.

Keep in mind that correspondence is another vital part of records management. This includes incoming as well as outgoing mail. And although the volume may be overwhelming, you'll need to establish a policy as to what's considered important. Typically, correspondence is archived in chronological order. However, a vast number of organizations prefer to file each item by subject matter. In law firms for instance a Court document is generally included in the client's file. This makes it easy to retrieve especially when ear-marked for a response.

A well organized office is one that takes pride in the way it keeps its records. As you see, it's not difficult; and once you've implemented a plan, the rest just falls into place.
GRM offers end-to-end, secure and reliable integrated Records Management solutions for both digital and physical records, including: Electronic Document Management, Document Imaging Services, eDiscovery, Document Shredding and Offsite Data Storage