“Records management is a mystery to many companies, often turning into a costly lesson when records are lost, destroyed or mishandled,” said Rob Hamilton, vice president of Information Governance and Records Management at Recall Americas.
Norcross, Ga (PRWEB) January 18, 2013
Recall, a leader in document storage, secure document destruction, digital document management and data protection, today provided six simple New Year’s resolutions every business should adopt. In 2012, key business records were destroyed or lost, costing companies billions of dollars. Some documents were destroyed by natural disasters such as Hurricane Sandy, while others went missing due to poor records management procedures. Recall offers the following commitments each organization should take to prevent loss and business disruption caused by faulty or absent document management practices.
1) Develop a Records Information Management (RIM) program: ARMA International reports that 93 percent of Fortune 1000 companies have a document retention policy in place, yet only 38 percent enforce the policies. Smaller businesses are even further disadvantaged, as very few have an RIM plan at all. eLawForum estimates the total cost of litigation preparation to be one-third of a company’s after-tax profit, creating significant liability for companies without RIM plans. If you’re an SMB without an RIM program, make it a priority this year.
2) Stay on Top of Privacy and Security Laws: Due to frequent and significant changes in laws, many organizations struggle with which are relevant and how to maintain compliance. When data is compromised, companies can experience a loss of confidence and reputational damage, impacting the bottom line. Make a commitment to monitor regulatory changes this year and adapt your RIM plan as needed.
3) Identify Potential Exposures and Create a Disaster Recovery Plan: Hurricanes, tornadoes and floods wipe out countless numbers of documents each year. A disaster recovery plan helps mitigate legal and regulatory compliance risks and significantly reduces its annual data management and storage expenses.
4) Conduct RFID Audits: Radio Frequency Identification (RFID) tags enable rapid and accurate inventory auditing of records on a consistent basis in a cost-effective manner. RFID-tagged records can be audited 60 times faster than error-prone, manual techniques. With RFID tags, you’ll be able to track and identify your materials, and maintain compliance with regulations with audit reports that confirm and validate the location of critical files.
5) Think Digital: For many businesses, 2013 will be the year to “go digital.” Some organizations create more digital records in just a few hours than the physical records created in one year. One of the most significant opportunities for corporations is to apply traditional physical records management practices and procedures to digital records, helping increase both productivity and security of the data. Recall provides strategies for digital records management in this recent blog: http://www.recall.com/blog/digitalmaturtiypathway/
6) Shred with Confidence: Documents at the end of their lifecycle are not safe in a dumpster – they must be destroyed in a secure manner. The NYPD learned this hard lesson in the recent Macy’s Thanksgiving Day Parade when poorly shredded confidential documents were showered on parade onlookers. The Department is now facing steep penalties. Regulatory requirements specify that old records must be destroyed securely, to fine bits. Vow to avoid your own “ConfettiGate,” and have your documents professionally shredded.
“Records management is a mystery to many companies, often turning into a costly lesson when records are lost, destroyed or mishandled,” said Rob Hamilton, vice president of Information Governance and Records Management at Recall Americas. “Recall offers a wealth of information to help companies learn about records management, create effective plans and maintain business continuity regardless of the challenge. Recall can help every company adopt these resolutions for 2013.”
Recall is a global leader in managing information in multiple formats throughout its lifecycle. The company has more than 300 dedicated operation centers, spanning five continents in more than 20 countries. As a global leader in document storage, secure document destruction, digital document management, and data protection, Recall manages more than 100 million cartons worldwide. Recall is owned by Brambles Limited. For more information, please visit http://www.recall.com.