| Although often overlooked, records management | | | | Two records management techniques - certified |
| plays a vital role in running a successful business. | | | | shredding and off-site storage- are aimed at |
| Paperwork and computer data outline every | | | | keeping your sensitive information secure. Did you |
| transaction made by your business, and keeping all | | | | know that a staggering percentage of accounting |
| of this information organized and accurate is key | | | | and other fraud in the United States is |
| to success. The safety of your personal and | | | | perpetrated by the victim companies own |
| business records is of the utmost importance. Let | | | | employees. Despite popular belief, most fraud |
| us take a minute to examine how the most | | | | does not involve any sort of elaborate scheme or |
| common threats to your sensitive information can | | | | cover-up. In many cases, the perpetrator is |
| be prevented through proper document | | | | simply in need of extra cash when he happens |
| management. | | | | upon some financial documents lying about the |
| Avoiding Accidents: | | | | office; these documents contain information such |
| By storing your important documents in a safe, | | | | as credit cards numbers, tax ids, bank account |
| climate-controlled environment, you avoid the risks | | | | information and more. Whether carelessly strewn |
| of lost, stolen or damaged records. Whether you | | | | about, or stored neatly in paper boxes, leaving |
| decide to store your documents yourself, or rent | | | | such documents in plain sight is poor records |
| space in and off-site file storage facility, make | | | | management practice. To remedy the situation, |
| sure the storage facility is suitable for such a | | | | consider storing your financial and other sensitive |
| purpose. Storage rooms should be clean, and | | | | documents in a safe, secure, off-site records |
| ideally, used exclusively for storage. A good | | | | storage facility. |
| storage area will be out of the way and secure. | | | | For documents with a short lifespan, also consider |
| While the chances of an item in your office | | | | a secure shredding service. Most records |
| getting lost or damaged on a given day is small, | | | | management firms offer some sort of certified |
| many stored documents have very long life | | | | shredding service. With this service, your office |
| spans. Important documents - everything from | | | | receives bins. Simply fill the bins with your |
| board meeting minutes, to medical records, to tax | | | | unnecessary paperwork, then call your records |
| and financial data - need to be kept around for | | | | management firm to come pick them up and |
| years, if not indefinitely. As time marches on, the | | | | replace the bins with new ones. You can rest |
| odds of these documents being misplaced, | | | | assured knowing that your sensitive documents |
| damaged, or tampered with increases. | | | | will be destroyed before they fall into the wrong |
| Preventing Fraud and theft: | | | | hands. |