Tips for Preserving and Protecting Archival or Business Records

In a world where digital record keeping is attempting to replace physical records, the task of preserving and protecting archival and business records may feel like an ongoing challenge. But it doesn’t have to be—it just requires following some simple guidelines. Here’s our short list of tips for you to consider following.

1. Organize Your Records

• Shred outdated documents. Outdated records put your business at risk of holding on to unnecessary private information and at the same time, create more clutter.
• Complete a full inventory of your records and make sure proper file indexing is done to make retrieval of archived files quick and easy.
• Know the retention periods for all files and implement a schedule so that they are destroyed on time.

2. Archive Your Records Off-Site

• Find a reputable, local records management company that can protect your archived and business files against damage caused by fires, floods, rodents, temperature, and moisture fluctuations.
• Ensure they are protected from the risk of being stolen or lost. A professional records management company with a secure facility should be considered.

3. Back Up All Records

Archival and business records need to be converted to digital images through professional document scanning and hosted off-site. This will allow a safety net should the original be damaged, stolen, or lost. Should a disaster recovery process need to be initiated, a disaster in one location will not have affected backups in a remote location.

4. Destroy Obsolete Hard Drives & Electronics

A study by i-SIGMA found that 40 percent of used electronic devices sold on the secondhand market still contained personally identifiable information (PII). By storing old hard drives, media, or electronics, any information that still remains on these devices put the information and your company at risk. Physically destroying obsolete devices using a NAID AAA Certified shredding company will keep your business compliant with privacy laws.

DeVries Business Services is a one-stop shop for records and information management and NAID AAA Certified destruction services. To speak to one of our experts, call us at 866-433-4691 or complete the form on this page.