Choosing the Right Commercial Records Center The stack of documents is getting larger and larger. Your business is growing, which is good, but the paperwork is growing as well. You have started to think about mini-storage, but even that has its challenges. Stacking a bunch (…)
A new year means it’s time to set new goals. Taking actions to ensure your records management program is organized and compliant helps boost productivity and minimizes risk throughout the year. Here are four steps to get you started. Review document retention schedules Adhering to (…)
Taking actions to ensure your records management program is organized and compliant helps boost productivity and minimizes risk throughout the year.
Here are four steps to get you started.
Review document retention schedules
Adhering to accurate retention schedules is crucial for successful records management. The schedule is a policy document that details how long information must be kept, the reason for retention (fiscal, legal, historical), and includes guidelines for how to dispose of records that are past their useful life.
Different types of documents have different retention requirements. You need proper guidelines for all your files. This increases internal efficiencies and helps safeguard you in the event of an audit.
The start of the year is a perfect time to review retention schedules. You may discover that you need to update your schedules due to changes in regulatory requirements as well as changes in the function of the records or how they are used within your business.
If you find that your system is disorganized it’s a good idea to seek out a professional records management company that can help you create proper schedules and index your files for better inventory management.
Also, if you do not already have one, you’ll also want to create an online database to enable ongoing monitoring of retention schedules.
Properly dispose of expired files
All files that are past their retention requirements should be properly discarded. That means secure and compliant disposal.
Keeping records beyond their useful life opens you up to exposure. Even if you don’t need the files anymore, someone can still get to them, and that can lead to information breach. You may also fall out of regulatory compliance which can lead to sanctions and fines.
Using a simple office shredder is not enough, and it’s certainly not the way to go if you ever need to prove proper destruction. A professional NAID AAA certified shredding service gives you the highest level of security and privacy protection for your document disposal. You’ll also receive a certificate of destruction that proves your shredding was done in compliance with information destruction laws. The certificate helps protect your company in the event of an audit or legal action.
Reduce clutter and regain space
Paper clutter is more than just a nuisance. It makes you less productive and costs you money. Wasting time looking for seldom-needed documents takes time away from more important tasks. Decreasing space needed for file cabinets reduces overhead expense.
When you have documents that you must keep for retention purposes, but need only on an infrequent basis, you can save money by storing them at a professional records center. Make sure you choose a company that has high levels of security, fire control and other systems to protect your items from disaster and theft.
You’ll want to know that your storage company can quickly retrieve and deliver your documents when you need them. Companies with scanning services provide additional convenience to help streamline your work processes.
Monitor your records management program
Proper records information management is more than a once a year deal. It’s an ongoing practice. Check your processes on a regular basis to verify the program is running smoothly. Ask the people who need access to your records for feedback on what’s working well (or not). Update procedures as needed.
DocuVault provides records information management services to the Delaware Valley. We can help you with all of the steps noted above, and more. Visit our Contact page for our phone number or to send us a message.
I dropped off an old tv this past Monday & I was very impressed by the young lady that handled the transaction She was polite helpfull & very professional
19:31 08 Jun 22
Driver Paul is the best! Extremely friendly service, professional, and early! Greetings upon arrival and wishes of a great day upon departure. I know that sounds menial, but taking the time to make a personable and friendly impression is so rare and so appreciated! As far as company service.. documents are shredded. They get the job done.
21:56 26 May 22
We had DocuVault come to a community dumpster and shredding event.Working with them was very easy. Their sales person (Layna) was helpful and made sure all our needs were taken care of.The driver who came to our site (Lester) did a great job of working with our residents to get their materials shredded.Truly a positive experience.
14:21 14 Apr 22
Customer service is outstanding!
17:33 27 Jan 22
Great communication skills and customer service.
15:41 06 Nov 21
15:42 05 Nov 21
Paul is great. Always very personable and kind when in our office!
18:13 07 Sep 21
Lester is hard-working, friendly and professional! His efficiency is off the charts. What an awesome compliment to a phenomenal company! Gary is always responsive and helpful when we call for any questions or anything. Keep up the GREAT work DocuVault team! :) Thank you!!!
21:27 22 Aug 21
13:02 24 May 21
11:21 21 May 21
The man who picks up our paperwork is super nice!
12:26 17 May 21
Our group moved to Docuvault several years ago as a cost saving measure. What we got was not only a cost savings but a professional service that provides exemplary service. We have had the same driver Dan who is a pleasure to deal with! Would highly recommend!
10:55 17 May 21
The Lititz martial arts studio held a Shred-it event and allowed our organization to be a part of it. The gentleman from the company doing the shredded events very engaging flexible and easy to work with. He will be events fun for everyone involved and clearly explained how safe the documents were because they were shredded on sites. It was a fantastic experience
10:54 17 May 21
02:23 09 May 21
12:16 03 May 21
Paul is the best. Always so profressional and friendly.
13:37 29 Apr 21
13:36 29 Apr 21
Paul is always so friendly every time he comes into our office. The work is always very efficient and clean. We love DocuVault!
17:22 28 Apr 21
14:08 28 Apr 21
17:21 27 Apr 21
20:58 26 Apr 21
Paul is extremely professional and friendly ☺️
16:27 26 Apr 21
Paul is very good at his job. Always very friendly and always remembers everyone's name.
16:08 26 Apr 21
Paul is so awesome. Polite, goes above and beyond
13:56 26 Apr 21
Paul with Docuvault was so professional & made the experience so easy& pleasant! We look forward to working with you again.
13:48 26 Apr 21
13:47 26 Apr 21
Paul has a great personality. He was very friendly, helpful and funny.
Joey Lee Scarduzio
13:45 26 Apr 21
Paul was great. Friendly, helpful and patient.
13:36 26 Apr 21
Our driver Paul rocks! We appreciate his punctuality and professionalism!
13:36 26 Apr 21
14:55 23 Apr 21
14:54 23 Apr 21
12:41 23 Apr 21
18:40 22 Apr 21
14:06 22 Apr 21
Paul provide s xcellent service and is very professional
14:01 21 Apr 21
Our rep Paul is very friendly and professional! He does a great job!
13:58 21 Apr 21
Paul is our rep here and is great ! He is very kind and professional .
12:13 21 Apr 21
Paul is such a nice guy. It is great to see a hard worker that is friendly and talks so positive about his job and the company he works for. My guess is since workers are happy with where they work, their employees are happy, which then makes work so much easier. Great service and always professional! Keep it up!
20:34 20 Apr 21
Our driver is fantastic - very accommodating and helpful, and funny, too!
17:06 20 Apr 21
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15:17 20 Apr 21
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14:20 20 Apr 21
14:20 20 Apr 21
Paul is such a friendly guy! It’s nice to see someone smiling while they work.
14:10 20 Apr 21
14:01 20 Apr 21
Great service, our shredding pick up guy, Paul, is always very friendly!
23:47 19 Apr 21
Fantastic service !
18:29 19 Apr 21
Friendly and professional service
17:46 19 Apr 21
Very pleased with all services provided! We are happy customers :)
15:20 19 Apr 21
We have a rep who comes to our Paoli hospital office and he is amazing. Always so friendly and funny. He does a great job.
14:21 19 Apr 21
I had a great experience with Paul at our community shredding event!! He was professional, friendly to everyone and accommodating!! The process went smoothly and was a great success for our community! Thank you Paul!
13:43 19 Apr 21
Our operator, Paul, arrived 25 minutes early to set up which was a good think because we had some early birds with their shredding. Paul was professional in every aspect of the job.
13:42 19 Apr 21
Paul is always very friendly, and does a quick and thorough job collecting all the documents throughout the office.
12:11 18 Apr 21
20:20 15 Apr 21
DocuVault was hired to handle a shred event in Newfield. They sent Paul and he was very professional and handled the documents in a confidential manner. They really gave me a sense of confidence that they can be trusted. I would definitely recommend them!
15:20 15 Apr 21
14:40 15 Apr 21
14:36 15 Apr 21
Paul is very professional and courteous!!
14:29 14 Apr 21
Always on time with great customer service!
14:17 14 Apr 21
Paul is always so nice and friendly!!
13:48 14 Apr 21
Paul Reynolds was friendly and courteous. I would recommend DocuVault.
00:27 14 Apr 21
16:35 13 Apr 21
I had the pleasure of working with Mr. Cliff to get these bins exchanged and he gives Great service to us at the PSSC. Thank you for sending him our way!
16:33 13 Apr 21
14:56 13 Apr 21
14:41 13 Apr 21
Been working with this company for a while now and I can safely say that they have exceeded my expectations for their courtesy and professional behavior.
14:03 13 Apr 21
Very nice, accommodating service.
12:59 13 Apr 21
This company is amazing. The worker Cliff who comes to my site is very professional.
13:47 12 Apr 21
Dan is consistently friendly and professional.
Theresa Janney Liss
01:45 10 Apr 21
Professional, friendly, courteous....we love our man Dan! Always comes in with a smile. Always a pleasure to work with. DocuVault highly recommended!
18:56 08 Apr 21
16:13 08 Apr 21
DocuVault provides exceptional customer service and all employees are extremely professional.
13:52 08 Apr 21
Highly recommend. Paul is professional and friendly. Great service!
20:50 07 Apr 21
15:48 07 Apr 21
This company is great to work with. And my driver Paul is spectacular he goes the extra mile!
15:13 07 Apr 21
Although they have set times to come to our business, they are always willing to come at other times. Very professional and courteous.
14:13 07 Apr 21
19:50 06 Apr 21
19:20 06 Apr 21
Paul was great! Very funny too :)
18:41 06 Apr 21
18:21 06 Apr 21
Paul was nice and so efficient! Great service and professionalism. Simply the best!
18:06 06 Apr 21
Great Job and service from Paul
17:05 06 Apr 21
16:43 06 Apr 21
Paul is very friendly and outgoing! Great service!
J and D
16:34 06 Apr 21
Paul is very polite and professional and the company itself is great deal with. Been using them for about a year now and never had any issues with them!
13:54 06 Apr 21
Thumbs up all the way, we say Dan the man is here.
13:51 06 Apr 21
Our driver, Paul is very friendly, helpful and efficient. He came for our pickup first thing in the morning and it was refreshing to have someone so cheerful, especially during these times. Thanks Paul for making my day😊
13:51 06 Apr 21
13:46 06 Apr 21
19:39 05 Apr 21
16:56 05 Apr 21
Paul is amazing ! does a great job everytime.
16:30 05 Apr 21
20:03 01 Apr 21
Quick & reliable. Nothing more better than that! Thanks guys
19:08 01 Apr 21
Paul is very professional and always comes with a great attitude
16:29 01 Apr 21
15:21 01 Apr 21
11:19 01 Apr 21
The guy was very helpful and funny! Would use this company again! Thank you!!
18:24 31 Mar 21
17:55 31 Mar 21
Paul is the best!!!
17:50 31 Mar 21
16:15 31 Mar 21
15:31 31 Mar 21
Darryl Price Jr
14:55 31 Mar 21
Dan is our guy and he’s nice and efficient & very professional.
00:38 31 Mar 21
00:19 31 Mar 21
Speedy service and very professional!
18:19 30 Mar 21
Paul is always very happy,welcoming, and professional when we see him. We all at the office are always looking forward to seeing him
19:47 29 Mar 21
Cliff Sorted us Out Proper!!! We had a bunch of boxes of overflow and not only did he get everything broken down, but was cheerful, and polite while doing it all on his own! An Excellent experience all around!
18:49 29 Mar 21
Paul was very professional and friendly.
17:53 29 Mar 21
Paul is always prompt and friendly!
17:18 29 Mar 21
14:02 29 Mar 21
13:42 29 Mar 21
Paul has been our provider for years , he is always pleasant and courteous. He is attentive to our needs, and always makes sure we are satisfied.
20:34 25 Mar 21
Cliff is a great worker! He is very professional.
18:35 25 Mar 21
DocuVault arrived on time and Took care of my shreading project in a timely manner.The Driver named Paul was very friendly and helpful during the entire process! From my very first phone call down to the truck pulling up the driveway, this company gave me a good value, and quality service. I highly recommend them to handle your shreading project!
18:20 25 Mar 21
Cliff is awesome gets the job done
18:16 25 Mar 21
We love when we see Cliff come into the office. He does his job respectfully and professionally. He has a great personality and aways has a smile on his face . Keep up the good work!!!!!
17:43 25 Mar 21
Docuvault picks up shredding from my job. They are always pleasant and helpful when they come by.
Audubon Family Pharmacy
16:55 25 Mar 21
Company is very nice and helpful they always are here when needed and considerate. We love our driver that we have.
16:34 25 Mar 21
15:53 25 Mar 21
Cliff is awesome always very helpful.
15:38 25 Mar 21
Always so polite
15:10 25 Mar 21
Paul was personable, professional, and funny! Great job!
15:03 25 Mar 21
14:36 25 Mar 21
Cliff is very professional and courteous
14:31 25 Mar 21
13:36 25 Mar 21
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01:04 25 Mar 21
My firm has been using DocuVault for several years & they have always brand very professional & courteous. Cliff always has a smile & extremely welcoming personality.
00:49 25 Mar 21
Dan has always been wonderful! Have seen him over the years and is always happy and greets everyone like we are old friends!
19:18 24 Mar 21
17:54 24 Mar 21
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16:40 24 Mar 21
Cliff was awesome!
Mary Ellen Harvey
16:24 24 Mar 21
Cliff is the best. Very friendly always happy and smiling.
15:56 24 Mar 21
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14:45 24 Mar 21
14:02 24 Mar 21
Cliff is awesome! Anytime he or any of the other staff come in they are super friendly and helpful. If they can see that we're busy they don't distract us. Overall great service :) definitely recommend this business to anyone in need.
13:43 24 Mar 21
Paul is professional and very friendly. He has been servicing our branch for a while now and we are happy that he always keep us smiling.
20:16 23 Mar 21
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19:45 23 Mar 21
18:48 23 Mar 21
The workers are always courteous, efficient and professional.