The world is consistently changing; evolving. If you don’t believe me, when was the last time you and a co-worker named Tyrano Rex discussed Sunday’s Steeler game around the water cooler? The fact is we now live in a time of planned obsolescence. We see it in our everyday lives. Ever wonder why all those updates for your cell phone or computer make them run slower? Planned obsolescence. Why? Two reasons. One, we always try inventing something that is more efficient that will make our lives easier, and two they just want our money and love to dip in to our pockets.
The above scenario can be applied to any industry. In this case we can apply it to records retention and document management. Case in point, at one wrinkle in time, the preferred option to storing paper was microfilm and microfiche. Good luck finding parts for the microfilm readers and viewers today.
Various laws and industry guidelines state that we have to hold on to certain records for certain periods of time. While paper isn’t going anywhere anytime soon, we have options on how we store those records. We can simply store them, digitize them, or just trash them (although I wouldn’t recommend this unless their retention period is up). It is a tough decision as there are a multitude of factors that determine what is right for your company.
For example, a few things that you need to consider:
1) How much risk are you willing to accept from your current records retention practices?
2) Security aspects of internal network storage vs. cloud based storage.
3) Deterioration of paper quality due to the passage of time and the quality of the storage environment.
4) How much are you willing to pay a third-party storage company to hold your information hostage?
5) How do you prove authenticity?
6) How often are archived documents retrieved and re-shelved?
ScanBox and our employees realize that this type of decision is a big one and that we can’t make it for you, nor should we persuade you in one direction or the other. We do not just come in and scan or store 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.
ScanBox begins with an analysis of the origin of your documents and who should have access to them throughout their lifecycle. We then work with you to reengineer existing records retention processes and develop educational material; the best records retention program in the world will not work if personnel are not aware of the requirements of records retention and the role they play in the life of documents.
Effective business processes, compliance, trained employees and proper storage/retrieval are the keys to developing a comprehensive and proper Records Retention Program. If you believe you are ready to evolve and are interested in learning about more complete records retention programs and document management services we offer, please contact us at 412-220-2133. You can also contact our CEO Justin Slavicek directly at 412-667-0253.
Audits are more than financials. Are your records retention policies and procedures compliant with ISO 15489-1:2016, or DFARS 252.204-7012?ARE YOU READY FOR YOUR AUDIT?