How can you secure your physical records in the age of digital records management?

1 Assess your needs

The first step to secure your physical records is to assess your current situation and identify your needs. How many physical records do you have? What types of records are they? How often do you need to access them? How long do you need to keep them? What are the legal and regulatory requirements for your records? By answering these questions, you can determine the scope, scale, and complexity of your physical records management.

2 Choose a storage method

The next step is to choose a suitable storage method for your physical records. Depending on your needs, you can opt for on-site storage, off-site storage, or a hybrid solution. On-site storage means keeping your records in your office or premises, which gives you more control and convenience, but also requires more space, security, and maintenance. Off-site storage means outsourcing your records to a third-party provider, which can save you space, time, and money, but also involves more coordination, communication, and trust. A hybrid solution means combining both methods, for example, by storing your active records on-site and your inactive records off-site.

3 Implement security measures

The third step in protecting physical records is to implement security measures. Locking records away in restricted areas, labeling them with codes or barcodes, using fireproof and waterproof containers, installing alarms, cameras, or sensors, and shredding or disposing of them securely when no longer needed are all measures that can be taken. This will help to track the location and movement of records as well as alert you of any breaches or incidents.

4 Digitize your records

The fourth step is to digitize your records as much as possible to reduce your reliance on physical records and enhance your digital records management. Converting your records into electronic formats can save space, time, and money, while also improving accessibility, efficiency, and collaboration. Additionally, digitizing your records enhances security, compliance, and quality by encrypting, backing up, and auditing them. This process also helps preserve the longevity of your records by avoiding deterioration or damage of physical copies.

5 Integrate your systems

The fifth step is to integrate your systems to ensure consistency, accuracy, and compatibility between your physical and digital records. Connecting your physical records management system with your digital records management system, or using a single system that can handle both, can help streamline workflows and processes by eliminating duplication, confusion, or errors. This integration will also improve performance and productivity by automating tasks, generating reports, and analyzing data. Furthermore, it will enhance customer service and satisfaction by providing faster, easier, and better access to your records. Finally, it will support decision making and planning by providing a holistic and comprehensive view of your records.

6 Train your staff

The sixth and final step is to train your staff to ensure that they understand and follow the best practices and procedures for managing your physical records. This training should provide them with the necessary knowledge, skills, and tools to handle your records effectively and securely. Some topics to cover may include the importance and value of physical records, the policies and standards for creating, maintaining, and disposing of physical records, the storage methods and security measures for protecting physical records, the digitization and integration processes for managing physical records, as well as the ethical and legal responsibilities of physical records management.