Signs You Need to Outsource Your Records Management

You may already be aware that many organizations and businesses outsource their records management but aren’t sure that time has come for you. After all, what exactly are the signs that it’s time to move your records offsite to a secure records center? Here are a few signs to consider:

1. Focus

Outsourcing records management allows your business to focus on its primary services and reduces the need for extra staff, equipment, training and space required for storage, shredding, imaging, and media vaulting.

2. Compliance

No one wants to risk a costly data breach that will destroy customer trust. A competent, secure, and compliant records management provider will provide expert records management, shredding, scanning, and data vaulting, all within a secure chain of custody. They will help you stay compliant with local, state and federal information laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Sarbanes Oxley (SOX), the Fair and Accurate Credit Transactions Act (FACTA), GA Senate Bill 425, and the Gramm-Leach-Bliley Act (GLBA).

3. Technology

It’s expensive to buy world-class technology for managing your own records, and costly to stay current and cutting edge. When you outsource your records management, you partner with a professional whose goal is to provide the best management services with the best technology available. Outsourcing allows your company to eliminate the need to purchase software, hardware, associated subscription fees, training, and additional staff to maintain the required level of technology.

4. Uniqueness

Not all businesses that require records management are the same. Your business is unique and has its own challenges. For instance, your record retention times and file retrieval needs will differ from other companies. A records management service can help you determine your requirements and customize their services to fit those requirements. They can store your digital and paper files and scan paper files only when you need them with Scan On Demand, making your offsite files accessible at any time. Matching a service to your business needs is helpful in focusing on your primary service.

5. Space

Are you in need of additional storage space or feel you are paying for more space than you need simply in order to store files? By moving records offsite, they are not only protected by increased security, but you can free up expensive floor space. Your files will still be available 24/7/365 and be protected by security cameras, alarm systems, and fire protection.

6. Making Your Business Efficient

It makes so much more sense for your business to focus on your primary service and allow an outside records management company to focus on what they do well—making your company more efficient, secure, and profitable.

Records Management Center in Augusta, Georgia provides full-service records management. We would love to customize a service to fit your needs. Just give us a call at 706-724-7982 or complete the form on this page to let us know how we can help.