Records Retention & What To Do About It!

Want to ensure the compliance of your records storage while reducing the volume of paper?

The best way to do this is through implementing a retention schedule, which will help you:

*Control records growth with an approved time line for disposal
*Reduce storage costs by up to one-third or more
*Facilitate and accelerate day-to-day retrieval of records
*Minimize the risks and liabilities associated with document retention
*Insure you meet all legal and administrative requirements
*Limit your exposure to litigation and its scope of discovery

What is a retention schedule?
A retention schedule establishes how long an organization needs to keep its records as they progress through their organizational life cycle, including whether records are ultimately destroyed or archived.

Offsite’s services can help design and implement the records retention schedule that is right for your organization, either as a standalone exercise or as part of a larger RM program consultation. We can then make recommendations on the best practices and equipment to help you store the remaining records.

How it works:
The process starts with the development of a proper classification scheme to insure that your records are compliant with industry and legislative regulations.

We then conduct extensive legal research into the legal requirements that pertain to your business activities and resulting records. Legal citations and operational requirements are then evaluated and retention periods are applied to the activities identified in your functional classification system.

Mapping the retention schedule to the classification system allows for the identification of all your records, what you have and where they are.

At the same time, we develop comprehensive programs outlining everything from duplication and dispersal requirements, through storage and access restrictions to the eventual destruction of records no longer deemed vital as outlined by a retention schedule.

Final disposition:
Offsite can help you at each stage of a record’s lifecycle. As records reach the end of their lifecycle, the policies and procedures we have implemented for your organization clearly outline the responsibilities and activities for their final disposition.

The retention schedule, based on your specific compliance requirements, will outline what files can be disposed of safely, minimizing your risk and insure that you do not pay for unnecessary storage.

Options:
Our program works in conjunction with the local State of Nevada retention schedule to help your organization reduce the amount of material it retains, and leads to lower costs for both on and off-site storage. We’ll take you through a process of reviewing your records and determining which are not essential. By eliminating non-essential documents, both paper and electronic, we will help you to decrease storage costs and increase employee productivity.

For more information on how Offsite can help you with records retention and reducing your on-site storage costs, email us at sales@offsitedatadepot.com

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