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Custody Sets Records Management Apart From Basic Records Storage

Ian Thomas Comments
Continued from page 1

Records Management

This moves you into a full-service environment. Instead of just storing boxes of inactive business records, you may now offer active file storage, or even document services including the retrieval and put away of individual documents into files on behalf of your clients. Records management involves becoming an extension of your clients’ business, providing them with essential services. Storing offsite ups the level of efficiency but cuts costs.

Obviously, records management requires a greater degree of control and more resources—from manpower to trucks—but it is a next natural step up from basic self-storage.

Custody Issues

When is something in your chain of custody? Quite simply, records or data are considered to be in your custody when they are:

  • In your physical possession
  • In your view, after being in your physical possession
  • In your physical possession and then locked up so theft or tampering cannot occur
  • Kept in a secured area, with access restricted to authorized personnel only

Therefore, whenever a record is touched, you need to have proof of that activity. This may seem obvious, but what may not be so clear is that by creating an audit trail you provide two essential functions: peace of mind and complete billing/reporting services.

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