Effective File Room Management Can Reduce Business Risk and Improve Productivity

Many organizations still keep hard-copy records due to aging legacy processes. However, many are also adopting a digital transformation strategy to end these legacy processes, saving costs and increasing productivity. See how Iron Mountain helped a national retailer with their digital transformation.

A Private Supply Management Company recently found themselves in the middle of a records management quagmire. Human Resources records were kept onsite in decentralized file storage areas per store location and were managed by local staff who had little to no records management experience.

Onsite file rooms like these seem like a good way to store records, but these storage areas can actually make it more difficult to share information with others in your organization and protect information long-term.

Keeping all this paper onsite can also make it harder to digitize your records and increases your risk for inadvertent disclosure of Personal Identifiable Information (PII) – common to Human Resources (HR) records – and possible fines related to litigation if you kept files past their retention schedule or cannot find files linked to discovery request.

Moving these file rooms offsite to a trusted storage provider can not only reduce these business risks, but also enable employees to stay focused on their core roles and responsibilities instead of worrying about the management of records.

Let’s take a closer look at private as well as government sector, who worked with Archive Technologies to move their file rooms offsite to secure, compliant Records Centers that was able to quickly boost productivity and lower bottom line costs.