5 Best Practices that Can Help Protect Your Business Files 

No matter how big or small the organization is, it surely has critical business documents. For example, are your employee files, financial records and patient charts safe and secured? In this article, we have highlighted some key practices for preserving and protecting your business documents. 

Protect Your Business Files

  1. Make sure to Take Inventory

Making reliable inventories is considered as the very first step in preserving and protecting your business documents. Whether they are being stored on boxes, in file cabinets or on shelves, you need to know where files are stores. The moment you have more than one business office, you need to make sure that you include all the records that are also stored in those specific locations. 

  1. Shred the Papers that You Don’t Need Anymore

It is not secure or practical to keep the documents past the legally mandated retention periods. The moment your records have reached their final disposition dates, it’s best that you shred them. Fortunately, paper shredding companies like paper shredding Worcester destroy your office documents within the strict custody chain of utilizing secure practices as well as employees that are all background-screened. Right after your office documents are shredded, most paper shredding companies will issue a certificate of destruction. 

  1. Consider Making Digital Copies

If they are stored under the most reliable conditions, your documents can surely be preserved for a long period of time. However, it is definitely wise that you make some digital copies of your documents. Converting them to digital files will definitely protect them from floods, fires, as well as little mishaps such as coffee spills. Thus, whether you have a box of paper documents or even if you have an entire roof filled with files, then you should consider scan your record to make it safer and secure. 

  1. Implement the Policy of Having a Clean Desk in Your Office

Certainly, a clean desk policy can be able to prevent confidential documents from being compromised through requiring your employees to eliminate documents from any unattended desks workstations, common areas, as well as conference room. A clean desk policy must be put in writing as well as distributed to all employees. You can also be able to conduct spot checks after and during business hours in order to verify their compliance with documented procedures and policies. 

  1. Consider Storing Archives Offsite

We can all surely agree to the fact that office disasters and break-ins are impossible to predict. Thus, storing your paper documents offsite can protect them from any unexpected happenings. Actually, a commercial records center can help safeguard your files with features like: 

  • In-rack fire suppression systems 
  • High-density shelving units 
  • Surveillance monitoring systems 
  • Advanced fire detection technology 

Furthermore, inventory technology can also track your document as well as allow your authorized employees to request those documents through a safe and secured client portal. Having said that, offside paper document storage can definitely keep your paper archival documents safe and secure for a long period of time.  

Now that you already know how to keep your documents safe, we hope that you follow these steps in your working environment. 

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