Ten Deadly Record Management Mistakes You Must Avoid

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Ten Deadly Record Management Mistakes You Must
Avoid

• Contoural Inc

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• Office records are the most valuable asset in any
  company. Other than helping you perform official
  tasks, retention of records also saves from
  encountering any liability down the lane. They
  provide the mandatory audit trail. In this
  article we have discussed top ten mistakes you
  must avoid regarding data management and
  retention. Lets take a look.

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Keeping Records Management In-House

• One of the biggest mistakes which many businesses
  make is managing data on their own. They believe
  that keeping data management in-house is
  cost-effective as they wont need to allocate
  budget for hiring service of another company.
  This is completely untrue, and a major blunder
  for any business. Not only is this expensive, but
  also not secure at all for physical files,
  electronic messages, and information recorded in
  your various databases.

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Delaying Off-Site Facility Move

• Even if everything is working great, that should
  not be a reason not to hire services of a
  professional firm. The more you will keep
  delaying the shift, the more you will be putting
  your business into risk. You might be
  procrastinating the shift in order to protect
  vital Records Retention Schedule Creation
  however, you might be overlooking the factor of
  disruption and disaster. Take the action before
  disaster happens.

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Lack of Consistent Retention Schedule

• A consistent retention policy and schedule is
  important as it takes off a lot from your plate.
  You dont have to think and decide for every file
  and remain ambivalent whether a particular file
  should stay or go. However, the retention
  schedule must be based on legal and regulatory
  requirements, which is consistent across all
  departments.

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Not Properly Organizing and Indexing Files

• In the absence of proper file management and
  organization, you will be wasting a lot of your
  precious time in locating and accessing a
  required file. Any company which has not yet
  implemented this procedure and strategy is doing
  more damage to itself.

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Protection and Defense

• You cant call a storage unit safe if you have to
  put physical pad locks on it. Data management
  system must be safe and secure to an extent that
  its privacy or protection cannot be violated.
  Even if you have keep data storage unit offsite,
  make sure it has sophisticated protection system
  for it. This includes alarms triggering by
  motion, sound detectors, and other such measures.

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Not Disposing off Documents Regularly

• Dumpster diving is the easiest way to get access
  to whats going on in your business. This is
  something your competitors, private investigators
  and the news media love to do- get access to
  inside, classified and confidential information.
  If a document is no longer required, make sure to
  dispose it off properly. Also, make it a practice
  to set a time, in a month or 3 months time, to
  shred un-required documents. This will help you
  get rid of the ever-increasing pile of documents.

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Not Hiring A Certified Record Storage Center

• To make sure that your hired data management
  company follows industry standards, go ahead and
  ask them for their industry affiliations.
  Membership of Professional Records Information
  Services Management (PRISM), the American Records
  Management Association (ARMA), the National
  Records Center (NRC) and the National Association
  for Information Destruction (NAID), ASIS
  International are some indicators that a facility
  can be relied.

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Absence of Quality Control Checks

• For information stored on electronic media, it is
  important to have relevant checks so that the
  system can identify which information is to be
  made visible to which group of employees. Offsite
  electronic media storage is part of a complete
  data back-up plan. It might be replication, but
  it is important for integrated emergency response
  plan.

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Not updated with current Laws and Regulations

• Laws related to data management, protection and
  retention keep updating. Legislators, regulators,
  and the courts take the enforcement of privacy
  laws very seriously. With cybercrimes on the rise
  you need to remain updated with the new laws and
  regulations for compliance issues. A Record
  Storage center with national affiliations can
  help you keep your data management game in order.

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Contoural Inc

• Since data management is one of the significant
  aspects of any business, it requires the utmost
  caution for identifying the right Technology
  Requirements Adoption. At Contoural Inc., our
  experienced team is qualified and certified for
  implementing and managing efficient data
  management systems and complying with updated
  Records Retention Schedule Creation. For high-end
  system development, implementation and
  management, talk to our representative. Tell us
  your requirements, and we can also make you a
  custom system as per your business needs.

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THANK YOU

• Email Info_at_contoural.com
• Phone Number [phone]
• Website www.contoural.com