Tips for Reducing Costs with Records Management
Although some business owners are not aware of it, virtually all businesses engage in some type of record management. Even if you send emails or save written letters, you are processing documents. While record management is a necessity across industries, it is not without its share of obstacles. One of the largest barriers to record management is that it can get quite expensive. Fortunately, there are some strategies that can be implemented to reduce the costs associated with your record management.
Understand Your Current Costs
If your company currently uses a records management company, it is likely that you are aware of the costs associated with storing and accessing your necessary records. If your company is in the process of obtaining a new records management provider, it is important to understand the numerous fees associated with such services, including fees for access to files, delivery, and shredding of documents, in addition to flat storage costs.
If your company utilizes an in-house records management system, that does not mean that you are avoiding costs. Many companies discover that between building a filing system, employing professionals to manage the filing process, ensuring quality and consistency in the process as well as easy access to vital information, it costs just as much to manage records in-house as it does to hire a management company.
Planning Deliveries Ahead of Time
One of the best ways to reduce the costs associated with storing and managing your business records is to anticipate the files you will need in advance, and schedule deliveries of multiple files in one batch. Record management companies are able to save delivery costs this way and can pass those savings on to their clients. Planning file deliveries well in advance also helps to avoid the substantial costs associated with expedited services.
Avoid Retaining All Files
It is easy for companies to try to save every single file so that there is no risk of destroying critical documents. This type of “hoarder” mentality can result in companies facing greater storage costs in the long run. The wisest approach to records management involves the routine destruction of older, unnecessary files. By implementing destruction dates on a regular schedule, companies are often able to greatly reduce their record management costs.
Speak with Armstrong Archives Today
Our company is dedicated to providing your business with affordable and reliable record storage and management services. We focus on offering high quality service while still being able to adapt to our clients’ unique needs. If you are ready to store your important documents in a secure, affordable, and convenient location, do not hesitate to contact Armstrong Archives today to discover more about how we can help your business succeed.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.