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Records Management

Why is Records Management Important to an Organisation?

Benefits of Records Management

How Records Management can benefit your business. A question that is often asked is, “Why is Records Management Important to an Organisation?” Before answering the above question it may be helpful to first understand what records management is, so if you are unsure or just want a little extra clarity then go read, “What is…

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The Importance of a Regular Records Management Policy Audit

The Importance of a Regular Records Management Policy Audit

The Importance of a Regular Records Management Policy Audit Even the best records management processes need to be re-evaluated from time to time. Regular records management policy audits or “check-ups” ensure that the records management methodology in place is still effective and meeting the needs of the company. Creating a Records Management Policy Audit Schedule…

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Four Tactics to Build Compliance Strength in your Records Management Practices

Four Tactics to Build Compliance Strength in your Records Management Practices

Four Tactics to Build Compliance Strength in your Records Management Practices   The ever-changing regulatory framework is a challenge for every business. Compliance is mandatory, regardless of size, and breaches can be costly. Improvements to Records Information Management (RIM) practices face three primary challenges: a lack of awareness of policies by employees, unprecedented growth in…

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The Records Management Lifecycle: How to Handle Every Step

The Records Management Lifecycle: How to Handle Every Step

The Records Management Lifecycle: How to Handle Every Step Business information and data has a natural lifecycle that spans from creation to disposal. The quality and integrity of each step in the management of records is crucial, since the records information lifecycle is intended to safeguard the privacy, integrity and accessibility of all data obtained,…

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How to Handle Records Management in a Small Business

Records Management for SMEs - What is Records Management?

How Records Management tasks can free up your time. Many small business owners and managers have at one time or another asked themselves, “How do I handle Records Management in addition to all my other tasks?” The average small business owner or manager of an SME has to handle a bewildering number of tasks and…

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4 More Startup Records Management Articles You Have To Read

4 More Startup Records Management Articles You Have To Read

Here are a few more Records Management articles for Startups in case you missed them. 10 Retention Schedule Tips for Startups Having a Retention Schedule is really important. On one hand, it helps you retain records as long as they need to be retained to remain compliant with legislation, but an RS will also help…

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What is Records Management? A Simple Description

What is Records Management? A Simple Description

How Records Management can benefit your business. A common question we hear is, “ What is Records Management?” To better understand what Records Management is and what it does within an organisation it is important to understand some of the terminology connected with Records Management.   What are Records? Before answering the question, “ What…

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How to Handle a Records & Information Merger for a Smooth Transition

How to Handle Records & Information Mergers for a Smooth Transition

How to make Records & Information mergers smooth and efficient. Merging companies after an acquisition is no walk in the park, especially when it comes to a Records & Information merger. Company Records Management may vary significantly between your merging companies. Besides all the other issues and headaches mergers can produce, trying to manage data…

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Records Management Awareness & Continuous Learning Campaigns

Records Management Awareness & Continuous Learning Campaigns

Records Management awareness is not a once off but an ongoing application. Successful creating Records Management awareness is not a once off achievement or feat but the application of knowledge, procedures and processes on a continuous basis. While ultimate Records Management responsibility rests on the shoulders or an organisation’s Records Manager or RM team, it…

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Records Management Compliance Through Simpler Terminology

Gaining Greater Records Management Compliance Through Simpler Terminology

Most fields develop their own unique terminology, failing to grasp its terms a field becomes confusing. Records Management Compliance can be a constant frustration for Records Managers and RM teams. If you are a Records Manager you may have some reality with this. You have a well thought out Records Management Programme and carefully considered…

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Records Management for SMEs – Disaster Recovery Guide

Records Management for SMEs - Disaster Recovery Guide

Disasters come in many shapes and forms, can you handle one if it happens to you? Is Disaster Recovery on your to-do list? Possibly Disaster Recovery has not even made it onto your to-do list. Running a business can be quite a challenge, particularly if you are an SME trying to juggle a to-do list…

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Records Management for SMEs – Solutions for Effective Records Management

Records Management for SMEs - Solutions for Effective Records Management

Make Effective Records Management Easier with Essential RM Solutions. Effective Records Management is not something SMEs can do easily on their own. Specialist Records Management companies like Iron Mountain exist to make the management of your Records and documents that much easier. Iron Mountain, offers a wide range of highly customisable Records Management Solutions that…

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Records Management for SMEs – The Benefits of Records Management

Records Management for SMEs - The Benefits of Records Management

Proper Records Management can be a fantastic investment in your business. There are many benefits of Records Management for SMEs and it is a vital part of running your business. If you have just finished reading our previous article, “Records Management for SMEs – The Cost of Poor Records Management”, you will know that poor…

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Records Management for SMEs – Records Management Basics

Records Management for SMEs - Records Management Basics

Records Management can be a Complex Process. Start with the Basics and make it simpler. Records Management Basics for SMEs should be something that adds value rather than being burdensome. Yes, Records Management is not a quick simple process. However, it is an essential process that is as valuable as you can get the basics…

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Records Management for SMEs – What is Records Management?

Records Management for SMEs - What is Records Management?

An Introductory Guide to Records Management for SMEs. Every business, large or small, corporate or SME creates, collects, manages and eventually disposes of records and a variety of other documents. Records and documents, whether digital or paper, are part and parcel of doing business and cannot be separated or neglected.   Defining the Terminology of…

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Records Management Policy – A Beginners Guide

Records Management Policy – A Beginners Guide

Can your Records Management Policy stand on its own two feet? Records Management Policy is no simple matter, When it comes to running your business compliance or non-compliance with your policy can make or break you. Understanding Records Management Policy A core component of your Records and Information Management Programme, RM Policy lays out the…

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Reorganise Your Records and Information Management and Save Money

How to Save Money on Records and Information Management in 2017

We take a look at how smart records and information management can save you money. Records and Information Management is an essential part of running a business. As economic pressures increase so too does the need to cut costs and streamline operations. Reorganising your company’s records and information management systems and processes can unlock many…

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9 Records Management Mistakes Startups Make

9 Records Management Mistakes Startups Make

Starting a business is tough, making sure it survives is even tougher, avoid making these mistakes and you make life just a little bit easier. 1. Poor Filing Habits As you grow your business your filing increases. Keeping up with this admin may not be your top priority when you start out, but if you…

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7 Ways for Startups to Make Records Management Easier

7 Ways for Startups to Make Records Management Easier

Starting a business means wearing many hats, make your Records Manager Hat easier by following these tips. 1. Put a file organisation plan in place and then make sure you stick to it Proper organisation of your filing at the start will mean you won’t have to waste time down the line trying to get…

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The Records Management Detective – Putting the Puzzle Together

Becoming a Records Management Detective

Records Management Programme Creation Challenges Part 3 In our first article, ‘Becoming a Records Management Detective‘, we discussed some of the challenges to do with determining who would be responsible for creating your Records Management Programme and whether or not an individual or a team might be needed. In our second article, ‘How to Play…

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How to Play the Role of a Records Management Detective

Becoming a Records Management Detective

Records Management Programme Creation Challenges Part 2. Once you have overcome the Records Management Programme creation challenges to do with who will be responsible for the project you will have to deal with the challenges dealing with what goes into your programme. Click here to read part 1, ‘Becoming a Records Management Detective‘. Records Management…

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Becoming a Records Management Detective

Becoming a Records Management Detective

Records Management Programme Creation Challenges Part 1. In today’s business world, information and records are the lifeblood of your organisation. If something were to happen to your information or records would your organisation survive? Now you probably answered the above question with a resounding No! Which is why you have no doubt decided to create…

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How to Improve Your Filing System – Part 2

How to Improve Your Filing System

We continue our look at the components of a well-organised filing system In, ‘How to Improve Your Filing System – Part 1’, we looked at some of the benefits of a well thought out and planned filing system. We also started to take a look at the most important components needed to improve your filing…

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How to Improve Your Filing System – Part 1

How to Improve Your Filing System

A well-organised filing system is a must for any organisation If you are looking to improve your filing system then you have found the right article. Before we go any further, however, it is important to understand why you should make use of and maintain a filing system.   The Benefits of a Good Filing…

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What is a Records and Information Management Programme?

What is a Records and Information Management Programme?

Records and Information Management is an essential part of business but how does one use it effectively? A Records and Information Management Programme is the answer to effective RIM but to understand why you need to know what a RIM Programme really is. A Records and Information Management Programme is not software that magically manages…

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How to Save Money on Records Management in 2017 – Part 4

How to Save Money on Records and Information Management in 2017

Choosing the right Records Management Partner can go a long way to saving you money. Records Management is no simple task. Challenging for companies large and small and increasingly more complex in today’s digital age. As the Internet of Things, Digital Disruption and many other catch phrases associated with our times are thrown around it’s…

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How to Save Money on Records Management in 2017 – Part 3

How to Save Money on Records and Information Management in 2017

What can you do to better manage the costs associated with storing your company’s records? Having looked at why incorrect record storage can cost you more money than it should, it’s time to discuss what to do to actually save money with proper business records storage solutions. If you have not already read, ‘How to…

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How to Save Money on Records Management in 2017 – Part 1

How to Save Money on Records and Information Management in 2017

Records Management is vital to businesses both large and small, yet often it is an inefficient and expensive process. Learn how to manage records better. To save money on Records Management in 2017 is going to be a challenge for many companies. A poor economic outlook and uncertainty on such things as electricity and water…

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Records Management Policy – What should it contain? Part 3

Records Management Policy – What should it contain?

Records are at the heart of any Records Management Policy No Records Management Policy would ever be complete without covering records and their handling. The purpose of any policy document is to govern records, their creation, management, use, and final destruction.   Handling of Your Records Every record in your organisation will pass through different…

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Records Management Policy – What should it contain? Part 2

Records Management Policy – What should it contain?

Your Records Management Policy will only be workable where accountability has been assigned. Following on from, “Records Management Policy – What should it contain? Part 1”, Part 2 looks at accountability and the legislation that your Records Management Policy must be in compliance with. While many people shy away from responsibility and being held accountable…

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Records Management Policy – What should it contain? Part 1

Records Management Policy – What should it contain?

While your Records Management Policy may be different to that of other organisations, there are a few key items it should include. Many organisations around the country have little if any Records Management Policy in place. In today’s business environment it is vital that you do put a policy in place to govern and manage…

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Yes, Even More Records and Information Management Myths

Yes, Even More Records and Information Management Myths

There sure are many myths floating around. If you have not yet had your fill of records management myth busting then here are a few more for you to enjoy.   Myth Number 10 Implementing file-tracking software will not be well received by employees. It is true that not everyone welcomes change and some even…

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Records Management Articles – Our Most Popular RIM Insights

Records Management for SMEs - Top Records Management Articles

Records Management can be a complex subject, so we tried to make it a little simpler to understand with these records management articles. Records Management is a large involving subject. It is also one that changes constantly as technology and the needs of businesses evolve. Our records management solutions simplify your day to day work…

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Even More Records and Information Management Myths

Records Management Myths - Sorting Facts from Fiction

Separating truth from fiction. There seems to be a steady stream of myths surrounding records and information management. So, whenever we come across them we feel the proper thing to do is set the record straight.   Myth Number 7 Storing records offsite reduces productivity. This is one of those myths that almost sound true.…

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Increase Organisational Efficiency by using a Smart RIM Solution

Increase Organisational Efficiency by using a Smart RIM Solution

In good economic times and bad, increasing efficiency while reducing costs just makes sense. Every organisation no matter their size can benefit from increases in efficiency through the use of a smart RIM Solution. Likewise, no sane organisation would ever pass up the opportunity to reduce operational costs, which often accompanies increased efficiency. Therefore, we’ve…

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How to Market Your Records Management Programme

How to Market Your Records Management Programme

The right way to get everyone in your organisation to play ball. Creating a Records Management Programme is no easy task. You have probably spent months putting it together and then gone through the arduous process of getting top management to approve it and give you the green light to implement it. Now comes the…

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Tips on Developing Records Management KPIs

Tips on Developing Records Management KPIs

Records Management Performance Measuring What are Key Performance Indicators (KPIs)? When implementing a Records Management Programme in your organisation, you will no doubt have set a variety of targets and goals. Measuring your progress towards these goals requires Key Performance Indicators or KPIs. Essentially Records Management KPIs are measurements that allow you to stay on…

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Have you read these important Records Management articles?

Have you read these important Records Management articles?

We felt it would be worthwhile revisiting these useful records management articles, just in case you missed them.  We write many records management articles, and while it is always nice to read something new, this does not mean that there is no value in something old, or that older articles are any less relevant. So…

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Records Management Myths – More Myths Busted

Records Management Myths - Sorting Facts from Fiction

Separating RIM truth from fiction In our first records management myths busting article, “Records and Information Management Myths” we covered three common myths. However,  there seems to be no shortage of myths surrounding Records and Information Management so we thought we would bust a few more.   Myth Number 4 Records and Information Management is…

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9 Steps to Improve Your Company’s Records and Information Management Part 2

9 Steps to Improve Your Company’s Records and Information Management

Part 2: Records Privacy, Confidentiality and Security     In Part 1 of, “9 Steps to Improve Your Company’s Records and Information Management“, we looked at five key areas including: Determining Responsibility Standardise Company Document Creation Implement Filing Systems Management of Physical Files Storage of Records   In Part 2 we cover the remaining four…

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9 Steps to Improve Your Company’s Records and Information Management Part 1

9 Steps to Improve Your Company’s Records and Information Management

Part 1: Assessing your organisations’ RIM needs   Few organisations if any have perfect Records and Information Management Programmes. RIM is a continual process and new challenges and technology present themselves all the time necessitating adjustments to your processes. There are however ways to improve your Records and Information Management and create a smoother running,…

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Records & Information Management Tips for 2016 – Part 2

Records & Information Management Tips for 2016

How to get your Records Management Programme off to a flying start in the New Year.     Records Management is a broad subject comprised of many different tasks. Thus maintaining your Records Management Programme is not always easy. Yet today it is a necessary part of operating a business. In, ‘Records & Information Management…

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Records & Information Management Tips for 2016 – Part 1

Records & Information Management Tips for 2016

When last did you review your company’s RIM Programme?   Now that you are well into the new year and back into the swing of things, isn’t it time you looked at your company’s Records & Information Management Programme and Policies? When last did you take the time to review them? For many companies the…

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Records Management Tips for Small Businesses

Records Management Tips for Small Businesses

Managing records and documents effectively is just as important for SMEs.   If you are a small business owner, you might feel that you are too small for a Records Management Programme or that it is too time-consuming or expensive to set up. The truth is even small businesses can benefit from good records management…

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20 Common Records Management Mistakes

records management mistakes

Being aware of these records management mistakes can help you be better prepared.   1. The first of twenty records management mistakes, is keeping your in-house – keeping things in-house can be fine up to a point but you need to be careful that it is not actually costing you more time and money than…

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What is Records and Information Management?

What is Records and Information Management?

Making sense of data management in an ever-changing environment   Before the advent of the ‘Digital Universe’, Records and Information Management revolved around indexing, filing, and storing hard-copy paper records. The creation and use of electronic documents and data today is an inescapable fact, and this means that Records and Information Management has had to…

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Defining your organisations Records

Defining your corporate records

Before you can manage your records, you first have to define them.   Every organisation creates, collects, and stores documents and electronic data. Some of these records and data can be considered to be ‘records’, while some of it is not. So how do you go about determining what a ‘record’ actually is?   Record…

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Digital Media and Information Governance

information governance in a digital age

As digital media exerts greater pressure on records management processes, is it not time to think more holistically?   Records Management has traditionally been concerned with paper and electronic ‘records’ that comprised mainly office documents. Today it has become more difficult to determine what a ‘record’ actually is. With the rise of digital media channels…

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5 Ways to Become a Better Records Manager

become a more efficient records manager

How to demonstrate greater competence to upper management   If you are a Records Manager and wish to improve your status and recognition within your organisation then here are a few ideas to help you.   Reduced Record Management Costs Every organisation tries to keep costs down. Sometimes when cost cutting goes overboard it can…

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Do SMEs really need a RIM Programme?

RIM Programme for small businesses

A case for SMEs to consider implementing an RIM Programme.   If you own or work for a small business, you should have an idea of the stresses and obstacles you have to face daily. Imagine the kind of stress you would face should something happen to your records or client information. The loss of…

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The 7 Core Competencies of a Great Records Manager

Your Records Manager must maintain the integrity of your records

Why your Records Manager may be one of your greatest assets   Most organisations have a Records Manager in some form or another from Filing Clerk to Chief Information Officer. Depending on the size of your organisation and the volumes of documents and records needing to be administered, your Records and Information Management Policies will…

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How the PoPI Act will affect your Records Management Programme

The PoPI Act has been signed into law

The Protection of Personal Information (PoPI) Act can and will have serious implications on the way you manage your records. What is the Protection of Personal Information (PoPI) Act? When does it apply? The PoPi Act was signed into law on the 27th of November 2013, though it has yet to come into effect. This…

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Records and Information Management Programme Benefits

Records and Information Management Programme Benefits

Forward thinking companies know the value of a RIM Programme South African businesses face a never-ending stream of challenges, which probably means a records and information management programme is one of many ‘to-dos’. These challenges not only use up valuable resources and time but they can hold your attention so thoroughly that you fail to…

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An Overview of a Successful Records Management Policy

records management policy can increase efficiency

4 Key steps to a more efficient business.   Having a clear Records Management Policy is not just for large corporate organisations. Smaller companies can also benefit from having well-maintained records. There are numerous advantages to implementing records management policy, these include: Improved legal compliance and reduction in litigation risk. Valuable records such as contracts,…

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10 Compelling Reasons Why You Need Records and Information Management

records and information management facility

Why modern day businesses need an RIM Programme   Proper records and information management in any business is of utmost importance. Data is an important resource in any business and thus has to be guarded jealously. With modern technologies, it is now easier to manage information and other related records in the business setting. Proper…

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An Introduction to Creating a Records Management Manual

It is much easier to implement policy when you have clear guidelines on how to do so. An Introduction to Records and Information Management   When policy of any sort is not implemented, the most common cause is that those needing to implement it simply did not understand the need for it or how to…

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Iron Mountain’s Records and Information Management Services

Iron Mountain’s Records and Information Management Services

Take a look at these 8 important pages and find out why Iron Mountain is the natural choice as your Records and Information Management partner Records Management & Storage Records management is tough for any organisation without the experience and expertise to manage records. Keeping up to date with legislation changes, compliance, retention periods, costs…

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7 Signs You Need Help With Records Management

records management nightmare

Are you stuck in a Records Management Nightmare?     1.      Your Filing Cabinets are Overflowing If you have multiple filing cabinets that are disorganised and overflowing with dog-eared documents and damaged out of order files then you need help with records management. 2.      You have Boxes Piled up with Shredding Many businesses accumulate boxes…

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What Will Records Management Be Like In 100 Years? Part 3

Records Management DNA Data Storage

DNA, an organic data storage technology.   Having discussed holographic data storage and quantum storage in the first two parts of our, “What Will Records Management Be Like In 100 Years?” series, we come to perhaps the most radical future data storage technology.   DNA Data Storage If you were to look at the progress…

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What Will Records Management Be Like In 100 Years? Part 2

A quantum leap into the future of Records Management.   In “What Will Records Management Be Like In 100 Years? Part 1” we looked at Holographic Data Storage as a future storage technology. In today’s article, we look at Quantum Storage Technology. In order to understand what quantum storage is you first need to know…

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What Will Records Management Be Like In 100 Years? Part 1

A look at what technology might be available in the future to handle data storage.   Modern records management makes use of many data storage technologies; from magnetic tape to hard drives, blue rays, the cloud, and SSDs (Solid State Drives). These 20th century technologies make 18th and 19th century information storage technology such as…

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The Record and Information Retention Schedule

The Record and Information Retention Schedule

The Information Management Programme   If you have read our previous blog article, The Record and Information Appraisal, you will be familiar with the basics of carrying out an appraisal of your records as part of your Information Management Programme. Once you have completed an appraisal you should have most of the required data to…

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5 Risky Hard-copy Records Management Mistakes

How to avoid and correct mistakes that could cost your company more than just money. Records management mistakes are more common that you might think. Here are a few mistakes that you should avoid. Throwing Documents Away Be careful what you throw in your waste paper bins. Destroying documents incorrectly could land your company in…

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5 Risky Records Management Strategy Mistakes

How to avoid and correct mistakes that could cost your company more than just money. 1. Not Properly Organizing And Indexing Files At the end of the day, the time and money invested in records management must pay dividends. Being able to find records and documents quickly is just one of the dividends. In order…

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Managing Documents and Records when Relocating Offices

Moving offices is a disruptive unpleasant process, but you can smooth the process when it comes to your documents and records. It happens to almost all companies at one time or another, the dreaded office relocation. There are many reasons you may be moving, your lease is going to expire, you require larger – or…

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The Record and Information Management Appraisal

The Information Management Programme Getting your company’s Information Management Programme right requires no small amount of effort. In order to start your programme you first need to know how many records* you have, and how much non-record information** is stored. Once known, you will be in a position to plan how to manage your records…

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Benefits of Records Management

Benefits of Records Management

How smart records management can add value to your business.   Have you ever asked yourself the question “Is my business receiving all the benefits of records management that it can?” No matter the size of your business, keeping your records organised and accessible can have a dramatic impact on your ability to function, grow,…

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5 Costly Record Management Programme Mistakes

How to avoid and correct mistakes that could cost your company more than just money. 1. Trying to keep your Records Management In-house Trying to manage a comprehensive records management programme in-house is no simple exercise. Keeping track of large volumes of paper and digital format records as well as their lifecycle from creation to destruction…

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Records Management in the Digital Age

Records Management in the Digital Age

How to survive the shift from paper to digital   The records management landscape is changing. With the rise of digital content, and our increasing reliance on it, changes to the way we manage our records are inevitable. The question is how to manage these changes. Change is not a bad thing as long as…

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