Iron Mountain

Iron Mountain

September 22, 2011 11:00 ET

Five Tips to Help You Avoid Claims Against Your Business

LONDON, UNITED KINGDOM--(Marketwire - Sept. 22, 2011) - Even the most common litigious claims against your organisation can be avoided through diligence and a secure document management system. Information is at the heart of your business: communications with your employees, confidential client data, or your company's accounts payable information. Knowing how to manage your information is what sets the business men apart from the boys and can ensure business continuity in the face of unforeseen challenges.

What does a secure document management system mean? For some, it may be as simple as knowing which documents to store, how long they should be kept and what to put through the shredder. But for many, particularly those facing growing volumes of information, managing that information becomes far more complex and is likely to require the support of a best-in-class third party partner. For the most up-to-date business storage solutions, there are a number of B2B information management specialists such as Iron Mountain with the expertise and size to tailor solutions to the needs of businesses of all types and sizes. Such solutions are likely to cover the information lifecycle and include records management and storage, as well as digitising and scanning, through to secure shredding.

The basics - 5 tips to help safeguard the future of your business through document management:

1. Map Your Information

This doesn't mean you need to know your company's records from front to back. What it means is ensuring your employees understand business-wide policy on what to document, and where and how to store it. 72% of companies say that it's harder to find information they own than information they don't.

2. Back-Up and Encryption

Boxes piled up in a storage cupboard and a computer desktop littered with spontaneously named files just doesn't cut the mustard. Ensure that all employees organise their information, including those working from home, whilst also making sure they have backed up and encrypted all data pertaining to your business.

3. Disaster recovery plan

Unforeseen circumstances such as flood, fire or theft can jeopardise your records and play havoc with your business. Any data storage specialist would advise that you arrange document storage in a secure facility away from your business premises as part of your disaster recovery plan.

4. Shredding

Good practice for any business means that all client data should be governed by a retention policy and be destroyed once it is no longer needed. Many business storage suppliers will also offer disk and document particle shredding services with your document storage solutions.

5. Take time to define the right solution for your business

In-house data storage can be more costly than you think, occupying office space that could be used more effectively, and taking up the valuable time of your employees. Though it may seem costly and time-consuming, taking the time to invest in a document management system will save you time and money in the long term and ensure that you are prepared for all eventualities.

About Iron Mountain:

Iron Mountain provides information management services that help organisations lower the costs, risks and inefficiencies of managing their physical and digital data. The Company's solutions enable customers to protect and better use their information - regardless of its format, location or lifecycle stage - so they can optimise their business and ensure proper recovery, compliance and discovery. Founded in 1951, Iron Mountain manages billions of information assets, including business records, electronic files, medical data, emails and more for organisations around the world. Visit www.ironmountain.co.uk for more information.

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