Thursday, February 23, 2017

Destruction of documents – The Professional Way

Destruction of documents
Whenever you proceed to shred your documents in the shredding machine, the machines cuts the paper in strips and lays it bare in the bins. The house keeping guy will proceed to dispose the contents of the shreds in the dust bin. Well, there – you heave a sigh of relieve thinking your non-retrievable data has safely gone from this world or is it?
Reconstructing shredded paper records is a very tedious process and requires resources in the form of many man hours. Very resourceful identity thieves have all the time in the world to un-shred the paper records and obtain the data necessary to commit a corporate fraud. It’s super tedious but definitely worth all the time in the world for the thieves to look in to. How many of us really have a level 4 or 6 shredder that can securely and safely, though not a guarantee, it can destroy all the data.
The most common identity theft occurs at the time when you least expect and sometimes at the point when the cause is gross silliness on your or your employee’s part. I am not trying to scare you here but if you delve on the facts – theft occurs only when you least expect it. Here the adage cannot be applied – better late than never. If you do not take precautionary measures to control your data, it might have already been too late.
There are risks you cannot ignore and it’s not of a question of how but if and if you can avoid it – No, but you can certainly prevent it from happening with the help of experts.
Each and every paper document has a life. May be a few months to maybe years, but definitely not forever, once a paper record serves its purpose it must be digitized and destroyed. There are many other disadvantages of storing paper for a long time. Paper records need attention from time to time and one cannot help but dedicate resources for its upkeep.
In today’s day and age, globalisation has diversified businesses and helped raise new businesses as well. The office space and some of its key functions now function as separate entities. First were the office boys, the HR soon followed and now the upkeep of records.
Off-site records storage, secure shredding and destruction of records is one area of businesses has great potential. The reason it’s great is simply because they manage to invest in security and safety in more ways an in-house department can do. Sometimes you might even want to call it overkill. But it’s worth the efforts and investment to avail their services.
That’s about it. You need to give it a good thought before you realise you don’t need it or maybe planning it in your next financial year. The need to do it is now and requires utmost urgency to secure you records in way you would want it. Prevention is always better than cure!

Tuesday, February 7, 2017

Things that you should know about Record Management

Record Management
Take look at your own office spaces. A keen look is essential if you’ve dealing with paper records or managing your records is part of your business requirement. Things have taken a drastic turn with the introduction of the internet and some records going paperless from time to time. It will come to many of us unsurprising that many companies still need to maintain paper records for their transactions or for keeping some client records on paper. This is the most unavoidable part of business that can never be undone or disregarded. Granted, since its inception essential paper records are needed and this will remain unchanged until and unless something else takes its place. 

It isn’t easy to accept changes to paperless documentation but the amount of saving that it brings along is often ignored. When a particular company invests in the business, it wants to save or rather in business terms invest in some cost-effective products for sales of products or service. Minimising of records could be one of the options but not recommended as there’s a limit to the amount of minimising one can do. 

Okay, now let’s explore two options that we have off-hand: Digitisation or Record Management. May be you can go for both depending on your business requirements. Why should you go for both or either? The answer is simple, it’s cost effective! 

It is these record management companies that take of the security for you rather than you investing for expensive security arrangements. That’s one weight off your chest! Whenever you need to access your documents you can either do so online or you can ask for retrieval of the actual physical document and have it sent back to the warehouse for storage. All of this can be done online or on your smart phone as well. A world of convenience exists not to take it away from you but to make your experience with the service great if not good. 

One can find many benefits of Off-site record management especially when you have to deal with lot of paper records. One most important reason which some businesses don’t realize that paper records have a particular age, it’s not the age of paper but the actual lifespan of the record. A record - be it on paper or online does have a lifespan. Sooner or later the paper record is no longer required and it ultimately outlives its purpose. It has to be destroyed. While it may be simple to do so online with the push of the delete button, it is not so simple with paper records. Most businesses aren’t aware that paper records, when they become old needs to be destroyed. A secure destruction and shredding is required for those types of paper records. And would you prefer to do it yourself with insufficient resources to take up the job?

Are you up for it or would you prefer to let the professionals to take up the mantle? Businesses have to give it some thought in order to make sure proper treatment of its records and professional management. Many companies have come forward to secure their records with the help of these professionally managed organisations that have come to the rescue. Not many might agree with but instead of saying, ‘I don’t need record management, it’s better to ask, “Do I need record management?’