File room management

Storing and managing physical records has never been an easy task and the challenge is unfortunately getting harder. On the one hand, physical record volumes have been growing steadily.

Despite promises that paper would go the way of the dodo in the electronic age, the reality is quite the opposite. The high cost of office space is another factor putting the squeeze on paper records.

After a brief slowdown, commercial real estate costs are once again on the rise in most major urban centers. As a consequence, the cost of physical records storage is coming under increased scrutiny.

Together, these two trends are forcing more and more records managers to address the paper issue. Dealing with paper records requires work on several fronts, which includes RIM policies as well as the actual practices used for paper handling and storage. The first step is to establish or update your program of retention scheduling and records disposal. As the cornerstone of any effective records management program, this tool divides records into categories based on the business activities which they support.

By focusing on the reason why records are created or received in the first place, functional classification makes it easier to identify your legal obligations in terms of records retention. When you know which class a record belongs to, you are then able to set its retention period based on legal requirements for that class.

When you know how long each record needs to be retained, you are better able to cut back on the unnecessary storage of expired records. These include convenience copies, outdated drafts, obsolete reference sources and other redundant materials.

A regular program of document purging is essential to reduce the burden of paper storage. Storing records outside of your main operational centers is a great way to cut down on storage costs. Whether you choose to relocate all your documents or just a select few, you can rest assured knowing your active files are stored on specialized racking in our secure and compliant Record Centers. With our solution, active files are managed according to your filing system—with retrievals, refiles, interfiles and dropfiling performed by our expert staff.

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