Record Retention: How It Applies To Your Business
Every company is responsible for proper storage and access to their records for a specific length of time. This process of record retention involves saving sensitive documents in a secure and accessible way according to a specific record retention schedule, which varies based on state and industry regulations and the type of content or record you’re retaining. Whether decide to physically store your hard copy records or decide to digitize them into an electronic format, it’s important to note that the retention policies apply.
When we talk about physical records here, we’re not just referring to paper copies; microfilm, microfiche, and aperture cards also fall into the category of record retention because of the content they contain, not the medium itself. As we go along in this article, remember that record retention applies to the data your records contain, be it on paper, microfilm and microfiche, or in digital format.
Medical records and financial statements are just two examples of sensitive content that need to be properly stored and securely retained to maintain their integrity for their required time in storage. There’s no one-size-fits-all way to do this – some companies choose onsite storage, others pay for an offsite storage facility, but one of the simplest, safest, and most effective ways to archive important records is through digital scanning and conversion.
Document Scanning & Record Retention
Document management and digital conversion of your physical records can provide cost savings, improved security and more efficient access to your data. Just a few of the benefits of electronically storing records include:
If you’re planning on scanning your microfilm and paper documents, the resulting electronic records should be securely stored in a format that follows permission-based rules to ensure they cannot be accessed by the wrong individuals. It may also be prudent to store them in a type of “read only” format to prevent manipulation or deletion. Once scanned, all records should be inspected to confirm the quality of the digital images as well as properly saved and stored before any document destruction of the physical records occur, if that’s something you plan to do. There’s always a possibility of human error during the digital conversion process, which is why it’s beneficial to hire experts to help you correctly convert and properly destroy the records you designate for retention.
Digital Conversion For Your Records
We don’t have a cookie-cutter digital conversion program because not every project is the same. We customize our solutions to accomplish the goals of your unique project. With our range of services that include document scanning, microfilm conversion, cloud hosting, and software development, we may be the right fit to help you digitize your records so that you can move away from physical storage and simplify your organization with electronic data.
What’s In It For You?
- We can handle every aspect of the document scanning project, from pick-up and delivery to preparation, scanning, data extraction, and media delivery or hosting. You give us the goals, and we make it happen for you.
- Custom-built project steps are created for your unique requirements. You’re not put into a box and expected to follow our rules. Instead, we collaborate with you to understand your wants and needs and develop a project process flow to make your success a reality.
- Security is a mindset for us, and we take it seriously. Your records are important and valuable, regardless of what they contain. Yes, some types of material require different procedures for handling (like medical or criminal records), but even if you have content that is public information, we still treat it with the respect it deserves.
Ready to talk with us about scanning your records for digital retention? Give us a call at 800.359.3456 or send an email to email@example.com and we’ll get you set up with one of our reps to chat about your project requirements.
Below are some additional articles you can read to learn more about scanning and digital conversion.
“How Much Does Microfilm Scanning Cost?” describes the 9 factors that affect your scanning price. This is a great place to start to get a ballpark idea of what you might pay if you decide to digitally convert your microfilm collection.
“Legacy Data Migration” covers the topic of transferring, or migrating, your digital records from one system to another. If you have file retention requirements for data that’s on an old platform, you may want to consider migrating to a new system before it crashes!
“Your Guide To Document Scanning & Redaction” discusses the process of redacting sensitive information from digital files. If you’re retaining records for long periods of time, it’s probably because they related to a person and it contains confidential info. Have you thought about redacting the files?