Give your records a spring cleaning

It’s the time of year when people go through their closets, basement and garage to pull things out for the season as well as throw out items they no longer need. Spring cleaning is a good reminder for businesses that there are ways to incorporate an ongoing cleaning process into everyday activities.

More often than not, offices have so many files that taking the time to get them organized can seem so overwhelming that most people simply ignore it. Many businesses don’t realize that by not paying attention to their files, they are actually putting their company at risk of not being prepared if an audit or court litigation would occur.

Businesses should consider the following when organizing files:

• Paper - Don't throw hard copy files into the recycling bin. Loose paper is often unattended before it gets recycled which can leave your business vulnerable to identity theft. Instead, ensure you dispose of hard copy documents in a secure, locked container that cannot be accessed until it is ready to be shredded by a reliable professional.

• Electronic files - Disks and hard drives can hold a ton of valuable information. Don’t throw these items into the trash after erasing the data. Instead reach out to a reliable professional who can safely destroy the electronic media through a secure destruction process.

• Shred it - Implement a shred-all policy for unneeded documents to ensure that files are fully destroyed on a regular basis. This minimizes any potential risk or exposure to identity theft.

By incorporating an ongoing cleaning process into your records management program you can help keep your business on track with properly managing, cleaning out files and disposing of outdated or unwanted information that is no longer needed. In addition to protecting the business from business identity theft or problems during an audit or court case, businesses receive other benefits from proper file management. Office efficiencies may increase as it will allow staff to focus their efforts on revenue-generating tasks. It will also save time from having to find or recreate misplaced files.

Once your plan is in place, commit to updating your records management policy, as well as going through files, on a semi-annual basis. For larger businesses, commit to spending time organizing files monthly. By taking the proper steps to stay on top of your files this spring, you’ll be reassured your business and its information are protected.

Marshall Stevens is co-owner of Stevens & Stevens Business Records Management, Inc. www.ssbrm.com