What is Records Management?

Posted on: May 31, 2017

Records management has always been a critical component of business organization, but has become increasingly important as the realm has expanded to include both digital and hardcopy materials. Retaining valuable information may take a great deal of effort depending on the size and scope of your business, but the real challenge lies in keeping these records accessible, and organized. The right records management system meets the rigorous needs and standards in today’s corporate environment, with solutions that provide absolute compliance and accessibility in a timely and cost effective manner.

Partnering with the right records management company is the key to the quality, reliability, and security of your valuable information. Contact QFI Inc., today to learn more about our records management solutions.

What is Records Management?

Records management is a strategic system of standards, policies, and procedures put in place to ensure the retention, protection, and accessibility of a number of different types of records. Not all documents are destined to become records, and in order to understand how to properly manage the materials within your organization, it’s important to understand the distinction between the two.

Documents, whether in hardcopy or electronic form, are bits of information that have the potential and likelihood to be altered in some way, and document management makes it possible for these items to be shared, added to, changed, or created indefinitely.

Records are documents that have been finalized, with the expectation that they will no longer be changed. Records management solutions are designed to provide a secure means of archiving these documents so they are readily accessible until the requisite retention period has expired.

The Benefits of Reliable Records Management Services

Efficient Document Retrieval and Disposal

Stop wasting valuable time and resources searching for lost or misfiled records. Professional records management services ensure your records are categorized and filed for ease of tracking and retrieval. An organizational system can also ensure the secure and timely disposal of records which have exceeded their retention period, to free space and reduce clutter.

Risk Reduction

Reduce the risks associated with litigation, legal discovery, government intervention, and the risk of fines or penalties.

Ensure Regulatory Compliance

There are a number of laws and regulations regarding record keeping, and the best way to ensure regulatory compliance and avoid penalty is with advanced, up to date records management services from QFI, Inc., including an established policy for management and retention.

Cost Savings

Reduce operating costs such as offsite storage or office space, filing equipment, and staffing needed for in-house records management, and the time and resources required to search for or reproduce items lost due to poor organization.

Preserve Document Integrity

Inadequate or mismanaged storage can be detrimental to records, which may be irreparably damaged by fire, water or humidity, or become irretrievable due to loss or theft. With digital backups and proper storage procedures your documents remain safe and accessible.

Access to Document Lifecycle

Easily determine the historical lifecycle of each document, including creation, retrieval, and audit history.

Records Management Services in DC, MD, PA, NJ & VA

For over 30 years, QFI has been helping businesses across the nation with reliable records management services, using the latest technology and software. Give us a call today at (301) 284-8789 to learn more, or contact us online to schedule a consultation.