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Records management facility security

Records management facility security

Considering the long document life cycle for some files, and the subsequent long storage times, the security of your documents is vital. In this article, we outline what to look for in terms of security when it comes to selecting the right off-site records management facility.

By storing your records and other valuable information items in a secure, dedicated facility, we can avoid the costs, embarrassment, and stress that come with lost or stolen documents. The first questions to ask about a prospective records management facility have to do with the building's anti-theft systems. Does the building have a security system to detect intruders? What happens when intruders are detected? A secure records management facility will have a system in place to detect intruders and call the police automatically. These systems can include, but are not necessarily limited to the use of glass tape, video surveillance cameras, and infrared motion detectors. Ideally, a records management facility will implement all of these systems into their security network.

The next questions to ask about a prospective off-site records management facility have to do with the facilities security policies. First, during business hours, the entrances of the records management facility should be secured and monitored at all times. Second, during non-business hours, the ideal records management facility will employ a guard or other third-party monitoring service to watch over your records during the night. Third, consider what internal security precautions have been taken to restrict or prevent unauthorized access. Ideally, a good records management firm will have a system in place to monitor and audit their employees to eliminate the possibility of wrongdoing on the part of the records management staff. Furthermore, a secure records management facility will have the locks changed (or combination changed in the case of keypad entry systems) when an employee is fired.

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