Submitted by: Angela Raleigh, Confidential Records Management, Inc.
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Records Out of Control? Adopt a Records Management Policy
When a business loses control of its records, access, security and privacy issues quickly arise, which is why having a company-wide records management policy, with one person overseeing all related tasks, is crucial. |
The following are a few key areas your records management policy should address:
- Secure storage - Confidential files should be locked in a filing cabinet or vault, in a separate, secure room that will protect your records from water, fire and dust.
- Control access - Limit access to files by password protecting computers and selecting only a few trusted employees with passwords and keys.
- Document retention - Files should be backed up. Talk with your legal and accounting staff, and a records professional, to determine retention periods. Don't keep everything forever because, during an audit, federal law allows all records on hand to be reviewed.
- Destruction - Always shred files, including discs or CDs that contain sensitive information. If using a professional shredding service, make sure they can provide you with a certificate of destruction and will recycle destroyed information.
Learn more about records management by visiting www.crmi-online.com.