Records Management Best Practice
- Have in place organisational arrangements to support records management
- Operate a Records Management policy
- Retain records needed for business, regulatory, legal and accountability purposes
- Keep records in systems which enable ease of storage and retrieval
- Know what they hold and where, and that the records are usable
- Ensure records are stored securely and that access is controlled
- Define how long records should be kept; dispose of them when no longer needed and be able to explain why they are no longer held
- Ensure that records shared with others or held on their behalf are managed in accordance with the policy
- Monitor compliance with the policy and assess effectiveness
- Undertake regular training and staff awareness
Why Should You Use a Reliable Records Centre?
Why should you use a record centre? Does it make sense for your company?
Saracen offers a full range of records management services for your offsite archives & documents. Consider...
REDUCE HEALTH & SAFETY RISKS:
In some cases, archive boxes stored in offices can become a risk, blocking exits, creating hazards. H&S guidance recommend a maximum 15kg manual lifting. Why not have a single file delivered rather than lugging a heavy box around and risking injury?
ENSURE COMPLIANCE AND REDUCE RISK:
Sensitive documentation is stored confidentially & securely, helping you comply with the Data Protection Act, PCI. Restricted access to these sensitive records, vetted staff, electronic signature validation, satellite tracked vehicles, secure access controlled premises & confidential destruction at the end of the retention period, are all to ensure your data remains safe and meets all compliance.
PLUS ALL THE COST, SPACE, TIME & EFFICIENCY FACTORS
Using an offsite records management company, like Saracen, is the right thing to do because it...
- Provides maximum efficiency and use of space – five times as many records can be stored per square foot in a records centre
- Provides orderly arrangement and control of records
- Employs procedures that ensure prompt and efficient handling of records, including fast and easy box and folder retrieval
- Provides physical security and protection against damage or destruction due to natural or other disasters
- Protects confidential records for unauthorized access
- Provides systematic legal disposition of records that have reached the end of their retention period
- Ensures that records are destroyed only with appropriate authorisation