Depending on the size of your company as well as the type of business you are in, will in itself determine which laws apply to you in relation to the information you keep on file.
This information can include invoices, peoples personal information; this can include items and services you have sold, or personal information such as names, addresses telephone numbers, and in some instances more in-depth details including birth dates as well as personal case notes of telephone conversions.
Depending of the type of information your business has, will determine which laws will apply to you when it comes to not only storing this information, but also keeping it safe and in a secure environment.
Some businesses are required to store information for at least 3 years. If you can imagine over the period of 3 years how much information will gathered as well as new information that comes into the office daily, then that is a vast amount of information.
Some office buildings are of large capacity and can control, manage and store this information, but for the majority of others, it can cause a bit of a headache.
A business that is full to the brim full of peoples personal and sensitive information are more than likely going to faced with a few options on how to deal with all of this information safely and in a way which abides by the laws that applies to them.
Managing, storing and archiving information could infact come as a bit of an afterthought when it comes to setting up a business and putting all your energy into making a successful business. Gathering information as the business progresses could come as something which previously was not given much thought to.
This quite often means that a realisation comes that the business is responsible for this information and then the thought comes to how all of this information can be managed. The management of this information is the crucial aspect that needs the attention, because the information needs to be managed in such a way that it does not interrupt the work flow of a busy office.
In other words, if the information is just placed on a shelf without much organisation, when it comes to needing a document, you could end up spending more time than you should looking around for a document which could have been avoided if the information was stored in an organised manner in the first place.
There are many archive storage services available to business who store alot of information. Outsourcing your records management could not only save alot on space in the office, but can also ensure that all information is stored in such a way that is easily retrievable, more often same day or even within a few hours of requesting a document.
This means you not only save on office space, but it also saves alot of time hunting around for information which can take you away from other important things you or your employees need to be doing in the office.
As well as archiving information, the destruction of information is also another consideration when it comes to destroying important and sensitive information effectively. This also can be taken care of with a company who specialise in document storage and archiving.
Look around for reviews of companies in your area where you can have the peace of mind in knowing that if you outsource your records management, they are completely in safe hands with a company who can management your information adequately.