2019 is ending. Will your record keeping practices make the grade in 2020? A weak records management program can impede your organization’s compliance with state and federal regulations. In this blog, we outline four essential records management procedures.
A records retention schedule helps you decide what documents to keep and how long to keep them. It also helps your organization meet legal and regulatory requirements. Review your retention policy to make sure it’s up to date with state and federal regulations. If you don’t have a retention schedule, consult with a records management professional who can offer guidance on industry-specific and general regulatory requirements. Remember, compliance is never a one and done activity. Review your record retention schedule every year to make sure it stays up to date with state and federal regulations.
Your records inventory should be organized and properly indexed to comply with regulatory standards. An off-site records storage provider can sort your documents by department, file type, or retention period so you can identify and access your information.
Once your record retention policy is established, perform an inventory of your documents. Store inactive files offsite. A records center prevents unauthorized access to confidential information. Your active files are bar coded, stored on high-density racking systems, tracked, and protected with advanced fire protection and security technology. Whenever you need a file, it’s hand delivered to your office by a background-screened records management professional or sent to you digitally with a Scan on Demand solution.
Paper records should always be shredded when they reach their final retention date. Identify the documents you no longer need and use a professional shredding and destruction service to purge them. A security-screened shredding specialist collects your expired records and, based on your preference, either shreds your documents on site while you watch or transports them to a shredding facility for secure destruction. You receive a Certificate of Destruction when your documents are destroyed.
Use these records management procedures to manage your information in 2020.
Records Management Center provides healthcare organizations throughout Augusta, Evans, Thomson, Martinez, GA, Aiken, SC, and the Central Savannah River Area with full-service records management solutions.