Thursday, 26 December 2013

Record Management Practices: A Must for Businesses

Keeping records is a healthy practice that is followed by most of the businesses. However, most of the companies follow a norm- either record everything or nothing at all. Well, the first option is better when compared to the second; however, it is not important that you keep a record of anything and everything.

You do not need to maintain a physical record of all the information you have. What is more important is that your record management system is not time consuming and it and is practically helping your data management. As mentioned earlier, it is not important to record anything and everything. 

So, how do you ensure that the right things are recorded?
  • Design and put into practice a stringent system which handles storage, archival and retrieval.
  • Give proper guidelines to the employees so that they know which documents need to be stored as a record.
  • Similarly, let them know what is utterly unimportant and that should not be stored.
  • Ensure that all the documents are marked with a retention date; this makes document destruction easy.
  • Schedule timely document destruction; this helps in maintaining an updated record and removing unnecessary data.
  • Don’t let anyone and everyone have access to your data. You do not want to be exposed to data theft.
Thus, in a nutshell, all you need to do is have a systematic program in your company, which will ensure that the right documents are stored. It is advisable that you hire the best record management and scanning services for this purpose. These companies are thorough professionals, and they know how to best handle your data.

Friday, 6 December 2013

Why Opt For Mobile Shredding Companies ?

It is of great importance that you cosset documents like bank account numbers, credit cards, passports or any other identity building documents. Also, there are many documents which are meant for one-time usage only, or your documents could be in the form of contracts, statements, important research materials, etc. For any business, it is vital that its information does not reach the wrong hands. In such cases, it is essential that you destroy these papers correctly. 

There are many times when you do not intend to keep certain documents, or they are simply no longer needed. However, it is advisable that you dispose them in a responsible manner so that they do not get misused. Mobile shredding devices are of great help when you have a humongous amount of data to be annihilated. Mobile shredders generally are attached to trucks and are the ideal industrial sized shredders. These devices have the capacity to destroy a huge number of documents at one go. The most important benefit of these services is that you can actually see the entire process take place in front of your eyes. So, you know that your documents are truly destroyed. 

Some Record Storage companies give you the option of witnessing the whole process through video monitoring; you can watch all your data being destroyed by yourself. There are many companies today which provide these services. A little research on the internet should give you many names to choose from. Make sure that you choose a reputable and licensed company to avoid any kind of inconvenience. This is a wise practice and is the best way to get rid of unwanted data.