What to Look for in a Records Management Provider

What to Look for in a Records Management Provider

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You’ve reached a point in your company’s growth where you don’t have the space or staff needed to keep up with an increasing number of business records. A professional records management company offers the resources and expertise you need. Here are several things to look for when choosing a records management provider.

Protection

Where your records are managed matters. Your documents should not only be properly organized, but also protected from theft, fire, flooding and natural disasters. Commercial records centres are designed to safeguard document inventories while they are being managed. But not all records centres offer the same level of security. Make sure you choose a facility equipped with the following systems:

      • Climate controls
      • Fire prevention and detection
      • 24/7/365 security monitoring

Access to the facility should be limited to trained and screened records management professionals.

Technology

How your records are managed also makes a difference. Manual systems for managing document inventories are prone to error and neglect, making file retrieval laborious and time-consuming. The facility where your records are stored and managed should be equipped with an electronic inventory management system which enables all documents to be barcoded and tracked. Files can then be easily requested online for quick retrieval and delivery.

Breadth of services

Professional records management involves multiple service areas:

      • Records storage
      • Document indexing
      • File retrieval and delivery
      • Scanning and imaging

It’s inefficient, impractical and expensive to choose multiple vendors for each of these services. Look for a records management provider that can handle all of your records management needs.

NAID AAA Certification

Records management also includes final disposition of your business records. As a result, many records management providers offer paper shredding in their portfolio of services. If your company is looking for a single vendor to handle the entire records lifecycle, NAID AAA Certification is essential.

The National Association of Information Destruction (NAID) sets the standards for the information destruction industry. All NAID AAA Certified paper shredding service providers agree to scheduled and unannounced audits to assess several key practices, including:

      • Destruction processes
      • Operational security
      • Employee hiring and screening practices

Records management providers that offer NAID AAA Certified paper shredding services ensure that your information is disposed of using processes that follow the most rigorous security standards and regulatory requirements.

Experience and reputation

It’s important to choose a records management provider that not only meets your immediate needs, but can also act as a long-term resource for your company. Vendors with extensive records management experience can help your organization refine its processes and set policies that drive efficiency and profitability. These vendors are also more likely to have the financial stability to serve as long-term business partner.

Industry and community reputation is also important. You need to be able to trust the company that’s managing your most valuable information. Verifying the experience and reputation of your records management provider is easy. Ask for client references and examine your potential vendor’s standing within the community.

A professional records management solution helps your company manage risk, ensure continuity, and increase operational efficiency. Consider the areas we’ve discussed here in your search for a records management provider.

Docu-Dépôt offers records and information management service for businesses in Montréal and throughout Québec. For more information, please contact us by phone or complete the form on this page.

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