Mastering Records Retention: 5 Best Practices Your Business Needs

Records pile up faster than laundry in a college dorm, and just like that laundry, ignoring them won’t make them disappear. The difference? Poor records management can cost your Washington business thousands in fines, storage costs, and missed opportunities. Whether you’re running a small Spokane startup or managing a statewide operation, mastering records retention isn’t just smart business. It’s essential survival.

Let’s face it: most business owners would rather watch paint dry than think about document retention schedules. But here’s the thing: getting this right from the start saves you serious headaches down the road.

1. Know Your Legal Requirements (They’re Not Optional)

Different industries have different rules, and Washington state adds its own layer of complexity. Healthcare records, financial documents, and employee files all have specific retention periods that aren’t suggestions. They’re legal requirements.

The key is creating a retention schedule that covers federal, state, and industry-specific regulations. Don’t guess on this one. A single mistake could mean keeping documents too long (expensive) or not long enough (potentially catastrophic during an audit).

2. Organize Before You Digitize

Here’s where many businesses mess up: they think scanning everything will solve their problems. Wrong. Digitizing disorganized records just gives you disorganized digital files, except now they’re harder to find.

Start with a solid filing system that makes sense for your business. Categories should be intuitive enough that any employee can find what they need without playing detective. Professional records services can help establish systems that actually work in the real world.

3. Implement Secure Destruction Protocols

This is where things get interesting. Keeping records too long creates security risks and unnecessary costs. But destroying them incorrectly? That’s a compliance nightmare waiting to happen.

Develop clear destruction policies that specify when and how different document types should be eliminated. Your office shredder isn’t enough for sensitive materials. Certain documents require professional destruction with proper certification.

4. Train Your Team on Information Handling

Your records management system is only as good as the people using it. Employees need to understand not just where documents go, but why proper handling matters.

Regular compliance training helps prevent costly mistakes. When everyone understands their role in maintaining information confidentiality, your entire business becomes more secure and efficient.

5. Plan for Growth and Change

Your filing system that works perfectly for 10 employees might crumble under the weight of 50. Similarly, a system designed for one location might not scale to multiple offices.

Build flexibility into your records management approach. Consider secure records storage solutions that can grow with your business. When you’re ready to expand, you won’t need to rebuild your entire system from scratch.

Making It Work in the Real World

The best records retention system is the one your team actually uses. Complicated procedures get ignored, shortcuts get taken, and before you know it, you’re back to square one.

That’s why many successful Washington businesses partner with experienced providers who understand both the regulatory landscape and practical implementation challenges. The right partner can help you develop systems that protect your business without slowing down your operations.

Don’t let poor records management put your business at risk. Call DeVries Business Services at (866) 433-4691 or complete the form on this page to discover why smart Washington businesses choose local expertise for their records management needs. Let’s build a system that protects your business and supports your growth.