Orderly or Disorderly Records?

Getting your paper-based and digital records in order should be a top priority. Office Products Online supplies a range of very affordable Filing and Archiving products. To make sure your record's management system meets the needs of your business and the legislation over-seeing the records, here are some very handy hints;

1] Create a register of all paper and digital records

The first step to managing your records efficiently is to know what records you have, what they are, where they are kept and how long you need to keep them for. A digital records register (set up in Excel) will become your business bible when it comes to record's management. The first step is to appoint a 'record's register' manager - the person who oversees input and management of the register. Hint number one - appoint someone to be this 'manager' who knows Excel and who has 'an eye for detail'. In the register, we recommend that you record the following:

• Clearly define the categories of records in your business - e.g. Accounts Payable, Accounts Receivable, Personnel, Marketing, Sales, Operations, Human Resources, Training, Industry Information, Research & Development etc. Avoid General or Miscellaneous categories 
• Give each category a code - AP (Accounts Payable - PE (Personnel)      
• Note whether the records are stored electronically or physically
• Allocate each file a number - sequencially - if there is a second file for the same subject - this should be numbered 01-02. This number should form part of the digital or hard copy reference for the file
• Describe the contents of the file
• Who the person responsible for the record is. It is preferable to note the person's position rather than their name
• What is the Retention Policy for the file  - for archiving and destruction. Thes details need to be added to the spreadsheet  
  
• Note where the file is stored - e.g. for Digital Marketing files the spreadsheet could read - MA - Digital - 01 - 2023 Sponsorships - Marketing Manager - Marketing Folder - 2023 Sponsorehips - Destruction February 2030 
• For paper based files the spreadsheet could read - e.g Accounts Payable files - AP - Storeroom (Bay 1, Shelf 1),   01 - January 2023 - Finance Team - Accounts Payable January 2023 - Destruction January 2023
• When files are removed to an inactive state (archived), a column on the spreadsheet needs to be updated to reflect where the record has been sentenced to - e.g. Storeroom - Archive Box 5 - Bay 2, Shelf 3 or the Date of Destruction needs to be recorded

Office Products Online supplies a range of very affordable Archive Box solutions and other cost saving and Space Saving Archive Tools      

Once established, the register needs to be reviewed, updated and records designated for destruction or removal from the database, should be removed and dealt with.

2] Set out clear policies

When implementing your Recprd's Management Policy, it is important that the process and the benefits of the Policy are discussed with all staff - and that they each know the role they are playing. This discussion should cover legislative requirements for each record. This includes establishing a documented Retention Schedule detailing how long each type of record needs to be kept. It is also important to create a process for the safe disposal or destruction of records. This process sometimes called 'culling' will ensure that additional costs for the storage of inactive records is absolutely minimised  

4] Consider security and access

Some of your records will contain sensitive information or personal details. It’s important that consideration is given to how these records will be kept safe. These records may need to be locked away, either in cabinets or stored offsite with a secure storage partner. If your information is very sensitive, you may also want to think about taking additional measures such as vault storage. Your Record's spreadsheet should reflect the precise location of these sensitive records. Digital records may also need the additional protection of 'Password' access. Set out clear policies on who can access what. Give access rights only to those who need to use the information and regularly review these access rights. If an employee leaves the company, make sure you update your security and access processes.

5] Have a back-up plan 

Back-up plans are important in the event of an emergency. For instance, a fire could destroy your physical records or your digital data could be maliciously altered or deleted. Having a strong business continuity and back-up plan in operation will help you if your records are lost, damaged or inaccessible.To create a plan, identify the records that are absolutely essential to the operation of your organisation. You will then need to create a back-up plan which sets out how often these records need to be backed-up and where. Digital records, for instance, could be automatically backed-up to a cloud so that you can access them anywhere. Vital physical records can be stored off-site or scanned to create digital versions of them, which can then be uploaded to a cloud or server. Make sure that your back-up facility is regularly tested so you can be confident that all your vital records are safely stored.

6] Use third-party storage

Storing large amounts of physical records on site can take up valuable space and become expensive. It may also make it more difficult to maintain an efficient filing system. Transferring inactive records to an off-site storage company can be a cost effective option. Not only can you free up valuable floor space, you will save money on the expense of additional shelving In additon to supplying affordable filing and arching products Office Products Online can also offer obligation free advice on how to set up your Record's Management System and Record's Register. Avoid the pitfalls now and contact us to discuss your Record's Management needs!