A Discussion of all things Records Management

By Steve Mackes

Long-held patterns of behavior are hard to break, especially when continuing the same old, same old is so familiar, comfortable and easy. This holds true not just for people, but any type of organization that is in the habit of doing things a certain way, even if that way is ineffective, costly and no longer serving your best interests.

How organizations store records is a prime example. Some companies and firms still house and manage all their physical information, often for no other reason than that’s the way they’ve always done it. But GRM offers an alternative that is not only more secure, but less expensive.

From its beginnings, more than twenty years ago, as essentially a moving and storage company, GRM has dramatically evolved. Today, it provides comprehensive, end-to-end records and information management solutions that go far beyond offsite document storage to include digital/electronic document content management, data protection, certified destruction and consultative Retention, Compliance and Governance expertise.

But for many of GRM’s clients, their first exposure and interaction with the company comes with a decision to store their records offsite. There are a number of reasons why. Offsite storage is a much more reliable way to protect your records. It’s also easy and convenient. Enlisting a company like GRM, to work with you in partnership, can save considerable time and money.

Offsite storage provides better protection through the very fact that records are no longer held and archived at the place of business. That means the records are no longer susceptible to loss in the event of an on-site disaster, damage from unfavorable storage conditions or even potential employee sabotage. Instead, provided you’re working with a reputable RIM (Records and Information Management) company, the records are kept in a secure, continuously monitored environment.

Another benefit of offsite storage is improved information organization, which can dramatically impact productivity. GRM, for instance, organizes, indexes and tracks, through barcoding, the records it stores offsite for customers, ensuring that everything is easily identified and accessed and nothing is lost or misplaced. Around the clock, fast, verified pickups and deliveries of documents are available at your convenience. And GRM services like Scan-On-Request and Digital Dispatch ensure that documents arrive in the appropriate format whenever and wherever needed. GRM also provides customers with eAccess, a remote, online inventory control system, free of charge. With eAccess, users can check on any stored items, arrange for pickups or deliveries, generate reports and much more, all from any location with a computer web browser.

Then there’s the issue of cost. Here’s why offsite storage contributes significantly to saving money: Business office real estate, especially in prime locations, is significantly more expensive than the cost of space in offsite facilities. Thus, customers pay less while freeing up premium priced square footage for employees or activities that deliver a better investment return.

One more important consideration is business focus. For potential GRM customers, records management is not their core competency. Consequently, an organization that takes the do-it-yourself approach to storing and maintaining its records can be distracted from where its efforts and energies should be placed. Leaving records storage to specialists in the field like GRM, on the other hand, can prevent a lot of headaches and free up a company or firm to do what they do best: grow the business. Additionally, offsite records storage can help an organization transition its physical documents toward a digital solution, opening the door to even more efficient cost-effective applications such as workflow automation.

Think about it: Reduced risk, greater convenience, improved organization and operations, significant cost savings, less distraction and fewer headaches. For all of these reasons, offsite document storage makes dollars and sense.

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