A Halloween wind storm knocked out electricity for a third of Vermonters for 2-3 days. Left without power, many lost data, or watched flimsy storage buildings knocked over that had once housed years of back-business documents that now fluttered across a parking lot. We often wait until a disaster before taking any action on protecting our records – both paper and digital. Why wait for the storm when you can easily have records stored in a secure facility? We’ve put together this list of the top 5 records management mistakes we see and how to fix them:
- Keeping Records In-House
Do you cram files into the drawer, then have the overflow sit on top of that filing cabinet in your utility closet? How many eyes are seeing those files? Keeping records in-house gives a green light for wandering eyes to see sensitive corporate information. Using an off-site, secure facility controls who sees sensitive documentation and closes up vulnerabilities, reducing the chances of an internal breach.
- Choosing a Self-Storage Unit for Records
Yes, we saw many of these metal storage buildings blowing across many a parking lot over the past couple of days, incurring HOURS of record retrieval, with many records permanently lost. How do you instill customer trust if your records aren’t properly stored?
- Not Keeping Up with Privacy Laws
You get busy. Wouldn’t it be nice to have a trusted partner who keeps up on the latest compliance issues affecting your industry?
- Inconsistent Document Retention Schedule
When you know you have a set time to review files, check redundancies and make records storage a priority (especially if you need to be HIPAA compliant…) it’s much easier to take care of your business and prioritize your time and efforts into a secure, experienced facility you can entrust with your most sensitive client information.
- Lack of Quality Control Checks
How many times have you just filed papers away you know aren’t relevant to your business? Wouldn’t it be great to have a system in place to handle all of that for you? From digital to physical records storage, to shredding and hard drive destruction, SecurShred is your secure facility dedicated to protecting your sensitive data. See all the benefits to storing your sensitive documents with us HERE (https://www.securshred.com/benefits_securshred_offsite_storage.php)
Please contact us to make an appointment to take care of your records storage needs.