Monday, 31 July 2017

Archive Storage In Companies– Do’s And Don’ts

 A company’s security is of prime concern for any overseeing authority (owner) and other stakeholders. A company undertakes several measures to ensure total security, one of which is archive storage. But before installing an archive storage system, it is important to know if your document management company clear about your company’s retention policy?

The importance of clear retention policies

Knowing which documents can be shredded is just one part of retention policy for any company. However, knowing which documents need to be retained is equally important. Hence, it is very important that your document management company has clarity on your company’s retention policies.

The number of months or years a particular set of documents need to be archived also falls within the purview of retention policies, e.g., tax related papers should remain archived for at least four years. Such sensitive facts can only be remembered and taken care of by a professional Document Management Company thus preventing the beneficiary from legal repercussion.

How archive protects the interests of customers?

Let’s take an example of the medical sector run by doctors, dentists, surgeons and so on. Now, how do they remember each patient’s diagnosis outcome or result? They don’t, thanks to archive storage which records the patient’s outcome as well as other information like name, age and number of visits. This means that doctors keep record of patients’ personal data which is managed by a reliable document management firm. Otherwise, a patient’s private data would have gone public!
 
In simple terms, archive storage helps to keep confidentiality of data. 

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