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Tuesday, January 31, 2023

4 Keys To Storing Records and Documents Over the Long Term

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The COVID-19 pandemic has made the importance of record-keeping crystal clear to businesses of all sizes. You’ll need these records if you want your business to stand up to an official audit or be able to recover from an as-yet unforeseen disaster.

However, many business owners don’t know how to go about this. There is a wealth of information online, but some of it is contradictory, while others are out of date.

How can you be sure your records are safe? Today, we’re offering a quick and easy guide to storing records and documents over the long term.

1. Utilizing Cloud Storage Systems

Cloud storage allows businesses to store their data securely in a remote location and access it from any time and on any device. With cloud storage, there’s no need to worry about server overloads or catastrophic events.

Additionally, there’s no need to manage or maintain the physical support infrastructure, as the cloud provider is responsible for this.

2. Using Physical Storage Solutions

Physical storage solutions offer the longest life span of keeping records and documents safe over the long term. Some solutions include fireproof safes, secure filing systems, and airtight bins. These are designed to keep documents safe for extended periods.

On top of that, physical records and documents can still be easily accessed for reference when needed which is indispensable in certain circumstances. This can include the use of widespan shelving, a type of shelving that is popular for such purposes.

Its design includes extra space between shelves, allowing for larger and heavier items to be stacked. Also, by researching, you will find more about widespan shelving and you can be sure that you make the best choice for the storage of your valuable documents.

3. Establishing Robust Temperature and Humidity Management

To ensure optimal document preservation, the temperature and humidity should remain as consistent as possible. Temperatures should range between 60-77 degrees Fahrenheit while the relative humidity should stay between 40 to 60 percent.

By establishing precise temperature and humidity control, documents are preserved and the risk of physical damage is greatly reduced. Furthermore, providing climate control to archives and collections can reduce the build-up of insects and mold. It’s important to remember that where there is moisture, there can be damage.

4. Understanding What Records Need to be Kept

When evaluating what retaining documents to keep, one should consider the purpose of the record and its accuracy. Records that are valuable to your organization and have long-term use should be kept. Additionally, records that are used to support legal and audit requirements, financial operations, and historical purposes should also be kept.

The format the records are stored in should be consistent and the storage location should be secure. Records should be tracked and managed appropriately, and archives should be set up to store records properly.

Maximizing the Lifespan of Storing Records With Proper Handling

The key to storing records and documents over the long term is to use reliable storage solutions and keep documents organized. Save multiple backup copies with various methods, including digital archives and physical storage.

Ensure that all records are kept secure from potential threats by following security policies and document disposal protocols. Take action today and safeguard your long-term records and documents for years to come.

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