Keeping your stored business records accessible and organized is a necessity for efficient business processes.  If records management is not done competently, it leaves your company vulnerable to risk and decreased productivity.  A business needs to have a records management solution that has records controlled with an easily updated online system and tracking capabilities.  Good communication with a professional vendor also adds to successful records management solutions. 

There are recommendations on how to keep records inventory healthy including using an online, updateable inventory management system, and creating a retention schedule that can be controlled by the system.  The schedule is used for the management of on site and off site records. Records should be moved and disposed of according to the schedule, and keeping the records management system structured is mandatory for the system to work.  The retention schedule can be automatically calculated to assure compliance with regulatory mandates.

The on site and off site inventory should be checked periodically online. If boxes are currently in stock, find out where they were last tracked to allow for search capabilities of every box and file in the system.  Tracking the movement of every box is important to the safety and proper storage of your records, and the location information should also be accessible to you, the client.  Verification of destroyed records is the next step in your inventory check.

Your records storage management vendor should actively improve their records management system.  Choose a professional vendor with online custom systems available that can be managed from your desktop.  Having electronic access also has the convenience for the user to order storage supplies and arrange for delivery and pick up from the vendor.  There must be active participation during the process with your vendor, and it is important to read contracts and communications from the vendor in reference to services and fees. 

Retrievex.com is a records management, office records storage, document destruction, and paper shredding, data back up, and media storage company.  They offer Recordslink, which is a comprehensive, customized web technology allowing the management of records storage from a desktop.  They are an industry leader with years of experience in records management solutions, and they focus on outstanding customer service. 

Bio:  Grace Enderlein is a freelance writer and editor.  "How to Keep Your Records Inventory Healthy - Records Management Solutions" offers suggestions on how to keep records professionally managed.