Visit the vendor before you sign on to their records management program. What services does the document storage vendor offer? Are there value added services included in their document storage program? http://www.retrievex.com/
• document storage
• valuable paper storage
• media tape storage
• document destruction
• file imaging
• records management consulting
Keep a document storage inventory
Create a commonsense classification system. Ask you vendor to customize fields in their records management system to your organizations document classification system if you already have one in place. Organize your document storage inventory your way.
Create a document retention schedule
Every organization has different document retention needs. Create a program specific to your organizations records management needs. ARMA International and other professional records management organizations are a good place to start to find advice on document retention scheduling.
Destroy documents in storage on a schedule
Destroy documents in a timely manner to avoid legal issues. Abide by your document retention schedule and destroy documents when they are due for destruction. Enter document retention dates into your document storage provider’s records management system and schedule document destruction reports.
Index your documents
On an annual or more frequent basis, do an in-depth needs-assessment of your document storage and records management needs. Review your current document storage program, index documents, and purge old files.
Take advantage of document imaging technology
Many organizations are taking advantage of document scanning and imaging technologies. Create a program to image new business documents and store older and vital documents in a document storage center.
Store back-ups of media tapes and digital files
Incorporate media tape storage and digital file storage into your paper records management system. http://www.retrievex.com/
Keep in touch with your records management vendor
Keep in touch with your document storage vendor to make sure you are up-to-date on their information management systems, document management service offerings, and compliance initiatives. Visit your vendor’s document storage center to tour the facilities. Make sure your vendor is constantly updating their records management systems and procedures to meet new compliance regulations. http://www.retrievex.com/