Records Retention
Policy
A
records retention policy and procedures are as important to a company as
a financial, HR or other company policy.
The records management policy guides the creation, organization,
maintenance, use, retrieval, preservation, and disposition of a
company’s records and assigns responsibilities for administering a
records management program.
Procedures insure that all company personnel are compliant with the
administration of the records management program.
A records retention schedule identifies all company record types
and the related retention time.
Retention times apply to both physical and electronic records.
Retention times are based on research of regulations to ensure
all legal, tax, and other government record keeping requirements are
met. Record keeping
requirements are regulated by all fifty states and numerous federal
agencies creating over 13,000 regulations.
Records Retention Facilities / File Systems
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Design paper filing systems using color coding, bar coding and/or an indexing system that will expand with your company as it grows.
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Develop procedures for the transfer of records to in-active storage or destruction.
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Evaluate a company’s method of storage for to determine efficiency in both access and space use.
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Assist with filing system conversions or upgrades.
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Organize and prepare a computerized records inventory for your existing records.
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Assist in obtaining the correct records management equipment, supplies and software.
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Develop electronic filing systems / capture of metadata.
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Assist in the selection of a secure offsite storage facility.
Disaster
Recovery Evaluation / Planning
No
company’s records retention program would be complete without a disaster
recovery program. We provide
assistance in establishing disaster recovery manuals, procedures and
vault storage site selection. This includes determining which electronic
and physical records are needed to be stored off-site to insure that
your company’s records are protected in case of a disaster.
Evaluate your needs regarding a COLD or HOT site.
Software
Selection
We
assist with the selection of the correct RIM software that best meets
with your company’s size and needs.
Database Creation / Maintenance
We
can assist in the creation of databases for a number of business needs
including customer tracking, inventory control, records management, etc.
Records
Inventories / Research / Litigation
Many
companies have a need for temporary assistance during the time of a
merger, acquisition, litigation or investigation in assembling and
inventorying records. We
assist you with the research, organization and capture of the needed
information.
SharePoint
/ Intranet Document Sharing / Collaboration
SharePoint
or an intranet site is a great place for sharing information throughout
a company and eliminating duplicate copies of records.
In assisting a company to establish a site not only eliminates
unnecessary copies but reduces electronic storage space.