How well do you know your records retention policy?

Dec 05 2017

Records retention is a necessary evil in today’s business environment. We know that records need to be kept in compliance with state, federal, and industry standards. Not following these guidelines, either intentionally or inadvertently, puts your organization at risk. In a small survey, we’ve identified that most organizations out there are not be able to identify the different types of documents in storage, or the different lengths of time that each document should be kept.

The most common business practice is to annually pack documents in a box and send them to document storage (in the basement or at an offsite facility). Once a year these boxes are pulled back and delivered to the person who sent them to offsite storage and they comb through the boxes removing outdated files then send the boxes back to storage. Most of the time, those people don’t know what the records retention requirements are for each type of document they are handling.

Point blank, organizations are paying to store documents they shouldn’t be and every single one of their documents are open to subpoenas even if they are past their retention date or shouldn’t have been retained in the first place. All organizations need to look at records retention from a risk standpoint just like any other business practice.

The questions that stick out in my mind are:

1) How much risk are you willing to accept from your document storage practices?
2) How much of your asset base is at risk due to existing records retention policies and procedures?

This is where ScanBox comes in. Instead of telling you what we are, let me tell you what we aren’t. We are not your typical document management company. We do not just come in and scan or store your documents. We will discourage you from simply packing up your boxes and sending them to us for scanning and leave you open to risk. We are not a company who leaves you with an open-ended records retention solution and the associated risk.

Now for the part where I tell you what we are. We are a company that will help you put proper records retention processes in place to minimize your risk, increase worker productivity and efficiency, and leave you with proper records retention policies and procedures. Our process differs from many out there. We believe in getting to the root of the problem so that we can come up with a solution tailored for each one of our clients.

A core belief of ours is that our clients are also partners and we want to work together even after our project is complete to ensure that you stay in compliance. Our company firmly believes in cradle to grave service, meaning we are there from start to finish.
If you have any questions or would like to learn more about ScanBox and what we can do for you, please feel free to get in touch; call me at 412.667.0253 or email me at

Justin Slavicek
President & CEO
ScanBox Document Management Services

Don’t look like this guy during an audit.

Are you prepared for your audit?

Audits are more than financials. Are your records retention policies and procedures compliant with ISO 15489-1:2016, or DFARS 252.204-7012?

“ScanBox Document Management Solutions solved our document organization and management issues within our company! We have tried multiple other services in the past and ScanBox has the easiest solutions.”
John D, Pittsburgh