Inside TDV - The Data Vault Blog

Records Management Practices You Needed Yesterday


In the ever changing business environment, it’s completely understandable when details slip by even the most attentive of management professionals. Recommendations on how to handle sensitive information can change on a moment’s notice as regulations adapt to current events or new technologies emerge. But despite these constant modifications, it’s important to remember that records management is not a subject to be discussed lightly; and some methods have stood the test of time. In fact, there’s several major practices that are so integral to a modern management plan that you should have been doing them yesterday:

Full Life Cycle Management

Have you ever thought about the where your information goes after it’s discarded? Whether it’s critically sensitive information or not, legal requirements increasingly dictate that tracking of materials begin with their creation and end only with complete destruction. GPS tracking of couriers, bar code inventory of stored files, complete shredding of hard drives and other media; all of these things are part of comprehensive records management system.

The Paperless Office

While this buzzword can be misleading (many industries are far from being able to let go of hand signed documentation entirely) there are still plenty of benefits to be had from moving to a less paperwork reliant operational model. By incorporating scanning and digital hosting into your everyday processes, you can find greater efficiency while cutting down on costs. You can take pride in helping reduce the environmental impact of your organization!

Disaster Recovery

While it’s never fun to think about the worst that can happen to your organization, it’s important to have plans in place to handle events if they do occur. Creating a comprehensive plan regarding what to do in case of a tornado, flooding, or other weather events are not just smart business practices; they’re essential in this modern day. Natural disasters and other unfortunate events will happen, and they can affect your business, sometimes completely unexpectedly. The best policy is to be prepared ahead of time to make sure you can recover from an emergency situation as quickly and painlessly as possible. Document management planning is an important part of any preparation, and should be incorporated into the larger overall picture. By making arrangements that include storing vital documents in an off-site location that is prepared to weather a disaster, you can ensure that important business documents will still be there after the disaster has passed.


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