Document storage management is governed by existing data retention laws so organizations must comply at all times. Otherwise, they will face litigation and possible legal charges.
There are Records management companies today that provide secure online document storage, as well as offsite data and digital media storage.
Records are vital to the work and general operations of organized entities. They help sustain the overall flow of work throughout the organization. However, they can also drain the resources of the company to an extent.
Oftentimes, records are not considered as a similarly intense resource feature of operations like employees, equipment and facilities.
It is in fact estimated that approximately 90 percent of white collar activities center on information related actions like creating, distributing, storing and retrieving. Such activities require considerable expense and records management keeps them all as economical as it possibly can.
Records management, also called recorded information management or RIM, is the systematic implementation of management principles that govern the essential recorded information and its use in the normal operations of the organization. Transactional records, regardless of type, must be kept for they may be required as a legal evidence for each transaction made.
Recordkeeping systems must be reliable, comprehensive, compliant with governing laws, and possess integrity and permanence. Integrity means that the records must never be altered, destroyed or removed without proper authorization. Permanence refers to the records being tamper proof or unaltered, or properly deleted or destroyed.
Benefits of a Systematic Records Management System
Records management controls the creation, growth, volume and redundancy of records. It helps to reduce operating costs by implementing active management as well as intelligent outsourcing decisions.
It supports the enhanced efficiency and productivity of all business processes and enables better and quicker management decision making.
It safeguards all of the vital information of the organization that includes historical records. It also guarantees legislative and regulatory compliance and assists in litigation and other risk management concerns.
It offers various benefits involving asset management such as protection, monitoring, maintenance, and documenting. Protection refers to data ownership, privacy and intellectual property. With monitoring, it includes compliance, due diligence and auditing.
Maintenance covers storage, retention and preservation according to policy. With documenting, it involves past decisions made and actions taken.
Benefits of Online Data Storage
Today, organizational data is inevitably lost online. Estimates show that 20 percent of tape based recoveries are a failure and 30 percent of all files are being corrupted every year. At least 1 in 20 to 25 notebooks have been stolen or destroyed annually. Despite all of these, only 25 percent of organizations that are overly concerned about critical data loss frequently backup their records.
Online data storage has become increasingly important in protecting businesses from unnecessary risks. Online data storage companies offer a fully automated data backup process that is accessible online, with backups that are kept on a disk to rapidly restore files.
Backup of all fully encrypted data is secured to an offsite data facility. This ensures that regular backups are safely and remotely stored.
Online data storage represents a sound basis necessary for continuity planning that every business undertakes. Whatever happens, organizational data is completely safe.
There are online backup services that are cost effective as they require minimum capital outlay. They also offer an all inclusive service charge on a monthly basis.
Benefits of Data Storage
Essential business records that have become unchanging are to be moved from their primary storage to another storage platform. It is done to ensure long term retention by preserving the records in their final format. If future needs require, they can be easily accessed, searched and used.
One compelling reason for the creation of archiving facilities is data retention as obliged by government laws and industry regulations. Another reason for archiving is to maximize storage capacity.
The archived records and other critical information are kept in a highly secure storage facility equipped with theft, natural disaster and fire protection systems. There is also easy access and instant retrieval of documents.
Document storage management is now mandatory due to government and industry guidelines. Full compliance is therefore a must to avoid risks of litigation and penalties.
Today, Records management companies offer archiving as well as secure online document storage to businesses
Beant Bajwa writes articles for PHS Recordsmanagement, one of the prime Records management companies in the UK. PHS Recordsmanagement offers high tech document storage management. PHS Recordsmanagement also offers secure online document storage to its valued clients.
Article Source: http://EzineArticles.com/?expert=Beant_K_Bajwa
Article Source: http://EzineArticles.com/7255202
No comments:
Post a Comment