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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...


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?


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.


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...

  • GDPR

    Advice and information regarding the General Data Protection Regulation (GDPR)

  • Locations