4 records management best practices for maximizing storage capacity

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If you want to save on records storage space, you can do that by deploying high-density shelving, which allows you to increase storage capacity by up to 330% in a given area.

Another way to save is by evaluating your records management practices. Properly managing records can help reduce the volume of records, both now and in the future. This keeps your storage footprint low, and your costs too. This posts takes a look at four records management best practices and how you can apply them to your everyday operations to reduce your storage footprint.

1. Implement the right retention schedule

A good retention schedule is your best friend when it comes to saving space. In fact, an effective records retention program can help you reduce storage costs by one-third.  Because your retention schedule specifies exactly what you need to keep, and for how long, you are in a position to control the growth of your records collections. This way you ensure that you are not paying to store records you don’t need to keep.

2. Purge non-records

Industry estimates show that 50-70 percent of records found in a typical collection do not actually need to be retained. Non-records such as duplicates and outdated drafts are a result of day-to-day business functions and take up valuable storage space. The key is to purge these documents and files in a systematic way that takes records management principles into account. That’s where our TAB SMART document purging service comes in. Our consultants work with your employees to determine what needs to go, coordinating the entire purging process. On average, the TAB SMART program reduces document volume by 25 percent!

3. Outsource, or go offsite

Every organization has material that needs to be retained for business and regulatory purposes but do not need to be accessed on a regular basis. Offsite storage facilities and outsourced records management providers offer cheaper alternatives.  Moving your records offsite or to an outsourced RIM provider frees up valuable storage space while still allowing you to access your records when needed.

4. Consider digitization

Digitizing your documents is a great way to save space and cut storage costs. Depending on your legal and regulatory requirements, you can often destroy the originals or store them in an off-site facility. Best of all, the imaged and indexed documents are instantly available to staff across your organization and can be quickly and easily accessed then needed.

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