In the UK, there are stringent laws and regulations that govern businesses as to the accumulation of vast amounts of vital documents, data and records over the years. In this regard, archive storage services are of great help.
Today, there abound Document storage companies that have professionals in the field of document storage and retrieval.
Vital records consist of information or data essential to the ultimate survival of organizations in case natural or manmade disasters happen. It has been estimated that about 90 percent of businesses with destroyed critical records are unable to resume operations after two years.
Active and Inactive Files Management
Active files are responsible for causing the biggest expenditures in space, equipment, supplies and staff. They ought to be properly managed so costs may be reduced, and efficiency and effectiveness are improved in the workplace.
Files are considered to be inactive when the reference rate per month is less than one search for each file drawer. Redundant files are then removed and placed in a high density and cost effective storage environment that is either in house or offsite.
On the average, at least 3 percent of all of the records of the organization are considered as archival records. They are oftentimes called corporate memory as they represent both past and present records.
Archival records show development, long term growth and accountability to the stakeholders. As they record long term activities and functions, they are categorized into four such as informational, legal, fiscal and historical.
Today, imaging technologies have also become an integral component of records management. Records are analyzed to ascertain whether digital imaging or microfilming is appropriate. These microforms require absolute file integrity as well as retention in conjunction with the mandated long term storage.
Microfilms are low cost media that are being used to preserve important documents. They serve as vital records backup and provide easy retrieval of stored data.
Optical disk systems are employed to scan organizational paper records. They also offer other helpful capabilities that include high speed transmission to a variety of locations, fast printing whenever applicable, high volume storage, and fast retrieval.
The other digital systems, aside from their speedy transmission feature, are able to provide scanning and microfilming in a simultaneous manner. archive storage
Data Retention and Governing Laws
In the UK, businesses are regulated by strict laws such as the Companies Act and Data Protection Act. There is also the International Organization for Standardization or ISO that has created the international standard ideally for records management.
The ISO 15489 provides guidance regarding the management of records of both public and private organizations for their external and internal clients. It wants to ensure that proper attention and safeguard are provided to all records with evidence and information that can be efficiently and effectively retrieved with the use of standardized practices and procedures.
Some of the benefits of the ISO 15489 include consistent and equitable delivery of services, continuity of operations in the event of a disaster, ability to meet regulatory and legislative requirements including audit, oversight and archival activities, support and protection in litigation, and maintenance of personal, corporate and collective memory.
Critical data loss can have a substantial impact and negative financial implication on businesses. Moving the essential records to a secure offsite storage facility and undertaking regular backups are the best things to do.
There are data storage companies that have state of the art storage facilities equipped with entry control systems, 24 hour access and well trained staff who are ready to assist regardless of the time of day.
Their archiving facility usually has fire and monitored intruder alarm systems. It has also humidity and temperature control features that adopt to the quality of the stored material whether paper, digital media or others.
Access to and retrieval of stored documents is restricted to authorized persons only. In case of destruction, the documents are shredded, pulped and even recycled with strictest confidentiality.