How To Keep Your Business’s Physical Records Safe

Anyone who works in management knows the sheer amount of paperwork a business creates every month. Now, this paperwork is necessary for the business’s functions, but it quickly becomes a hassle to store. Additionally, because the paperwork is so important, you need to keep it safe. That’s why you should learn how to keep your business’s physical records safe in storage.

Lock Them Up

The first and most obvious thing you can do is lock up your records behind some security. Even something as simple as a filing cabinet with a lock can greatly increase your records’ safety. Look for storage options and solutions that don’t just store as much paperwork as possible but rather prioritize keeping it safe from others.

Follow a Retention Schedule

Every record you keep should have a shelf life that you legally follow. Certain documents, such as employment records, are extremely important to the company but can be dangerous when in the hands of others. That’s why you should follow these retention schedules, as it ensures you destroy any risk of the records falling into the wrong hands once they aren’t useful anymore.

Track and Limit Access

A good system won’t give access to every employee and random visitor. Limiting who can see the information and tracking any access to the records will help keep them safe. This can be very useful no matter the type of physical document storage solutions you use.

Use Digital Records

One way to avoid a lot of the issues that come with physical document storage is by uploading them to a digital storage system. If you want to try this method, you’ll need a system that’s safe enough for important document storage. In the long run, this method is more space-efficient and prevents physical access to the documents.

Implement Offsite Storage

A lot of larger companies produce staggering amounts of paperwork every day, which quickly fills up any storage space they might have. That’s why a lot of these places store the less important documents in offsite storage or third-party storage companies. These storage methods typically offer great document protection and use fewer resources than trying to store the records yourself.

If you follow this guide on how to keep your business’s physical records safe, you can rest easier knowing that you’re protecting your business from a lot of potential harm. If you properly execute this advice, you will increase your record safety and improve your storage space management.