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Why records management? This is what companies ask when records management is not their primary business concern. Yet sound records management is essential to efficient business organization. The benefits are hard to miss: better control in the lifecycle of records, compliance with laws and regulations to avoid litigation risks, reduction of storage and operating costs, increase in efficiency, and protection of business information. Companies nowadays outsource to data management companies for their records management needs. The following are the features to look for in a records management company. Certification Certification of records management is important. It ensures that the company has passed the standards set for quality records management. It means that the company has the competent personnel, standard facility, equipment, technology, practice, and regulatory understanding necessary for high quality management of records. Look for a records management company that has professional training certifications and Certified Records Manager (CRM) credentials. Accessibility If you are a businessman, immediate access to your files is important. This is made possible with proper classification and indexing of files. A good records management company makes it easy for you to access your files. This is done by barcoding your files and indexing it in the inventory system. As soon as data is uploaded into the system, your files are now available online. Security Sensitive and classified business information must be protected. This is in compliance with the law. It also reduces the risk of litigation and possible damage to which records are subject like disasters, theft, and other kinds of loss. Companies like Williams records management and other data management companies offer premium security for your information. Your business records are secured in a seismically constructed steel-reinforced concrete facility. It is monitored for break-in, fire, and smoke detection. They also offer solid internal security through surveillance cameras, digital locks, and restricted access by authorized personnel. Services It is a smart business move to outsource to a company like Williams records management. This is because companies like these offer an array of services which enables you to better manage your data. Look for the company whose paper records management system covers hard copy paper storage and file indexing. A good records management company should also offer a hosted repository service that allows you to manage your files online. However, if you prefer to digitize information, look out for services they should offer like document imaging, conversion, and archiving. Another key feature to look for is the confidential shredding service. Shredding inactive files can save you storage costs while shredding files with sensitive information can protect your business interests. A company like Williams records management does its shredding with National Association for Information Destruction (NAID) certified facilities.
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