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Records Management Policy

Systematic Control & Best Practice

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

Storage Services Made Simple

  • Archive Storage

    Archive storage: archive storage for London & the UK, archive and deep storage policy and archive storage queries & solutions...

  • Document Storage

    Document storage: our secure storage, document retention policy and management software and how document retrieval works...

  • Records Management

    Records management: issues around disaster planning, business continuity and data recovery, retention & RM policies...

  • Offsite Media Storage

    Offsite media storage: including offsite tape and data storage and how cloud hosting fits into off-site media storage...

  • Legal Document Storage

    Legal Document Storage: including fire vault protection, deed and will storage, storage for legal practices and media retention policies...

  • Shredding Services

    Shredding services and destruction services: confidential shredding, data destruction & waste disposal , offsite shredding and onsite shredding.

  • Business Storage

    Other business storage services: including tracked collection, delivery & storage of archives, materials, stock, samples, media...

  • Document Scanning

    To scan documents or not to scan..? The whys and wherefores of scanning and electronic document management...

  • Document Management

    Document management projects: including document cataloguing, indexing, clearance & records management solutions...

  • Archive Boxes

    Archive boxes: document storage & file storage boxes in for sizes, built for storage and built to last. For customers and for sale, delivered...

  • Credentials

    Archive, document & records management qualifications: a history of high service, hi-tech, software, systems & good people...

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