Creating a Sound Record-Storage Strategy

By Gretchen P. Fox
Fox Relocation Management Corp.

Once upon a time in America, offices were lined with rows of gray filing cabinets filled to capacity with memos, reports, and presentations. Important papers; even if no one ever read them again, had to be stored somewhere. So, more cabinets were brought in until companies sprang up specializing in document storage and retrieval, shredding and removing. Then in the 1980s, hard copy documents were replaced with electronic transmissions. Large-capacity servers could store an untold number of documents in virtual space for perpetuity—and, by the way, we also printed and stored the paper version.

Following are three recommendations to consider when devising an effective Records-Management program:

Assess needs and options.

When establishing a records-management program, determine how much you file, the types of documents to retain, the likelihood that the documents will require quick access and where documents need to be located.

Facilities managers must be prepared to question departments on requirements, provide tools for assessment and present options for storing and accessing records.

If paper must be saved, off-site storage and retrieval is a recommended solution for managing inactive records. Sub prime real estate storage is another. There are many cost- and space-efficient filing systems, from lateral filing to high-density file rooms to help a company organize its records.

Develop guidelines for retention.

Corporate retention guidelines should detail duration, location and destruction. Use organizations to guide the creation or validation of existing guidelines:

• Industry organizations: Established regulatory guidelines or legal precedents.
• Legal counsel: Understanding of regulatory and legal requirements and advice.
• Records-management firms: Inventory records, insight on industry-specific issues, and develop retention guidelines.

Purge.

Regardless of whether papered or paperless, routine archiving or purging should be mandatory. Develop the process and goals for distributing retention guidelines and solicit key people who will enable your company to stay current.

Confidential handling and shredding is a major concern. Work with your landlord to determine the building’s capability for managing secured trash. Consult with outside record-removal companies to provide details for dealing with record disposal. Look to computer specialists to help with data purging.

With a little planning and effective implementation of the plan, a solid records management system can be developed that maximizes space utilization, makes the best possible use of technology and delivers documents in acceptable format on a timely basis.

The best opportunity for a record-storage strategy is prior to a relocation, renovation or redesign but do not underestimate the time or resources required.

Spring 2006 -Volume 16, Number 2

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