7 Benefits of Records and Information Management Services

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Files locked with chain and padlock - data and privacy security concept - retro style If you are ready to take a deeper dive into the world of records and information management, we can help. In this blog, we explain seven benefits of records and information management services.

1. Document Protection and Preservation

Offices and self-storage units do not protect hard copy records from water and fire damage, damage from pests, or security risks. A records center is designed only for the storage and preservation of paper documents. It features the following protection features:

  • High-level security and video surveillance systems
  • Motion and intrusion detection sensors
  • Temperature monitoring systems
  • Fire detection and mitigation technology

Access to a records center is limited to approved, security-screened records management personnel.

2. Trusted Expertise

Your information is an asset. A records and information management company values your documents and data as much as you do. Security-screened professionals with extensive experience in privacy protection, retention management, and regulatory compliance manage your information following best practices and using the utmost care.

3. Cost Savings

When you are running out of space, you want an economical place to store your documents. Unlike rental storage units, a records storage provider only charges for cubic footage displacement, so you only pay for the space you need—not the unusable cubic footage around it.

4. Seamless Information Access

A records and information management solution offers unlimited access to your records. Whether after hours, on a weekend or holiday, your provider delivers your document in a GPS-tracked, alarmed vehicle in as little as a few hours. You can even have your records and information management partner digitize your files and send them to your computer using a Scan on Demand solution.

5. NAID AAA Certification

NAID stands for the National Association for Information Destruction, the international trade association for companies providing information destruction services. The NAID AAA Certification Program establishes standards for a secure destruction process in the following areas:

  • Operational security
  • Employee hiring and background screening
  • Responsible disposal of shredded material
  • Insurance coverage

When a NAID Member has completed a successful audit, they receive a certificate showing their company name, type of operations, and the specific materials they are certified to destroy. When choosing a company to manage your information, make sure they are NAID AAA Certified.

6. Secure Document Scanning

When handling sensitive financial and personal records, data breach risks are always present, especially if your documents are sent overseas for scanning. A records and information management company who employs background-screened scanning technicians, and scans your documents locally, offers your information the protection it deserves.

7. Data Protection

Temperature and humidity changes and other environmental factors can damage your backup tapes and hard drives. A records and information management company that stores digital devices in a media storage room with advanced climate control technology helps protect your backup data for the long term.

CI Information Management provides full-service records and information management in most of Southeastern and Central Washington state, as well as Northeastern Oregon.

For more information about our record and information management services, please call us at 509-586-6090 or complete the form on this page.