Have a procedure in place to make sure this happens. Shred the paper. Once the document is electronic, you can print it again if it becomes necessary. NC RPC comments directly on electronic storage, confirming that, with the exception of original documents that have legal significance, a closed file can be stored exclusively in electronic format.
There are companies available for shredding and recycling. They will even provide bins for you to dispose of your paper. Depending on your office size and the amount of paper you generate, you may want to purchase an industrial shredder. Make sure the documents are searchable. This is key. You will want to be able to find documents later so you need to make sure they are searchable today.
Contact your copier vendor or IT vendor to be sure that any documents that you are scanning on a multi-functional copier are automatically made searchable. Closed Paper Files Most firms have closed files in their office.
Consider implementing the following strategy for closed files: Scan anything in the paper file to a searchable PDF. You can hire a scanning company or hire a file clerk or a law clerk to scan the documents.
Export the Email. In order to maintain all case related information in one place, export the case-related email. If it is sitting in MS Outlook, the email is separated from the rest of the client file. Export it from Outlook and save it with the rest of the electronic files. Make sure the existing electronic files are searchable.
Moving Closed Files Once your closed cases are all electronic, organize them and move them to a designated closed file area. Create an Electronic Destruction Policy —This should be part of your file closing procedures and should document when a file is closed and when electronic data is destroyed. In addition to informing your staff, include this information in your engagement letter so the client is aware of your electronic data destruction policy.
Create an electronic closed files storage area. If your policy is to destroy them once a year, plan on January 1 st for destruction. If it is on a monthly basis, use the end of the month. For example: Closed Files- March — Destroy in March By creating this secondary area of storage for closed files, they can be separated from your existing active cases, but still available.
If they need to be relocated to cloud-based storage or some type of alternative storage, all of the files will be in one area with a destruction date set. Backup, Backup, Backup.
Your data backup for your active files and your closed files should be the same. A good rule of thumb is that your data should be stored in three different locations. Our proven workflows and technology-enabled tagging means you'll have complete visibility and control over your inventory at all times. Iron Mountain conducts rigorous background checks, employee screenings and formalized training to ensure the highest standards of security are maintained in document storage.
This frees-up valuable real estate and staff, without sacrificing visibility into your information assets, even maintaining rapid access to high-activity files through our File Room Solution. View More.
Reduce cost and risk by destroying records as soon as retention requirements expire Keeping records longer than necessary invites unnecessary risk and expense. With Iron Mountain Smart Sort, you can destroy paper records as they meet retention requirements and enable a more compliant and efficient records management program.
Iron Mountain trained records management professionals will survey your inventory to identify destruction eligibility at the file-level.
Your organization will:. Stop wasting precious budget and resources delaying the inevitable and turn chaos into compliance with Iron Mountain Smart Sort.
This cost-effective solution from the leaders in information management ensures your organization organizes for efficiency, immediately destroys eligible records and information and eliminates unnecessary cost and risk from records management.
Not all records management companies can meet specialized storage needs, such as preserving larger volumes of records or materials that require special environmental controls.
Iron Mountain can design and create a customized vault to meet your specifications. Features include:. Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience.
Offsite Records Storage Highly secure and compliant document storage to preserve and protect your records. Contact us. Home Offsite Records Storage Share. We help you:. Files are indexed according to your business needs and industry requirements. If you do not have a complete list of your business records, we will create a master inventory that streamlines the time and resources required to find files. We also combine our file indexing services with our records storage solution for a secure, efficient and cost-effective method for managing your archival and semi-active document inventory.
Files can also be searched using, but not limited to, the following criteria:. To request a document and records storage management quote, please call us at or complete the convenient form on this page. Off-Site Records Storage. Click To Call. Frustrated by Your Records Storage Reality? Commonwealth Can Help We offer an economical solution to storing and managing your business files.
We eliminate the overhead and administrative headaches common to in-house document storage schemes by providing: Offsite document storage Document retention management support Identity theft protection File retrieval and delivery as required Let us handle your document management so you can focus on the other important things in your business.
0コメント