Every corporation, whether big or small, has loads of documents and records to keep. The main concerns that these corporations have are proper, secure, and efficient ways of storing their important data. To address this need of corporations, records storage is a service provided by various companies to handle the task of monitoring, maintaining, securing, retrieving, and disposing the corporation’s essential records. It is also involved in producing reports regarding a company’s activities to secure evidence. Along with these functions, standards and policies are also established for the use of the records. The records managed through this service may be tangible or digital. Examples of company records are office documents, birth certificates, medical x-rays, e-mails, and databases.
Management of tangible records is different from management of electronic records though as each involves a specific expertise and a set of disciplines for the records’ careful handling. In tangible or physical records storage, certain procedures are applied according to the company’s request, such as the records’ identification, authentication, storage, circulation, and disposal. When records are identified, especially in the case of legal documents, authentication is performed. Its current condition is documented. Any alteration, damage, tears, or missing content is determined. Storing of records should be performed in a manner which makes it secure and more accessible.
Office documents are usually stored in filling cabinets and shelves. As for the vital records of a company, their protection from environmental damage must be ensured. This includes protection from humidity, temperature, flood, fire, and earthquakes.
For the records circulation, it involves tracking of the records’ whereabouts while these are away from their storage area.
Lastly, records disposal is done through transfer of documents to other facilities such as museums, archives, or other individuals. Destruction of records is a different subject from disposal. This needs authorization prior to its execution. It involves pulverizing, incinerating, and shredding of records. Comprehensive documentation of the whole procedure is required during the records destruction
On the other hand, handling of digital or electronic records has a more simplified process through protection of its content and structure must be ensured. Nowadays, different organizations are dedicated to the development of digital storage methodologies. This is to ensure that authenticity, reliability, and accuracy are maintained.
Records storage is becoming more and more advanced these days. Many companies that provide this service utilize up-to-date software. The latest software used allows easy tracking of the documents through the use of machine-readable (i.e. bar code) technology. This is very useful in improving the accessibility of records as it allows easier retrieval and tracking. Aside from that, these companies provide 24/7 customer service, where the clients have instant access to movement and handling of their files.
The security of documents is another important issue. With the private log-in systems, clients can have peace of mind from knowing that only authorized personnel have the access to their vital records. The records are also safeguarded with the environmental controls in their facilities. This includes fireproofing, the use of fire extinguishers, and mantrap access.
Accurate and efficient storing of records has a huge impact on the productivity of a company. It lessens the time spent for searching misplaced and unorganized files. It also reduces the chances of information loss and duplication of records. There are also companies which can provide rush deliveries. Overall, it ensures security of documents which are vital to the operation of a company.