Introduction: Rein in Your Records
Document Costs Add Up
‘Just Ask Agnes’
Benefits Outweigh Costs
Quick information retrieval
Lower operating costs
Proof of compliance
Protection of your business interests
Case Study: Embezzler Has a Field Day
Liability protection
Protection against unauthorized access
Protection against damage or destruction
Survival Tips
1. The Management Plan
Steps to Effective Records Management
What to Keep, What to Toss
A Competitive Edge Overseas
Case Study: Product Liability
Audit Your Records Companywide
Start With Document Creation
Your Mission: Search and Destroy ...
The Originator’s Rule
Life Cycle of a Business Record
Draft a Retention Schedule
10 Deadly Sins of a Corporate Records Retention Program
Storage Formats: What’s Appropriate?
Choosing a Storage Method
A World Trade Center Survival Story
Transfers and Tracking
Who’s in Charge?
Those Endless Forms
Scan for Savings
2. Vital Records
Categories of Importance
Keep an Online Inventory
Research Retention Requirements
Where to begin ...
Research Sources
Document Your Research
Go on the Defensive
Personnel records
Occupational safety records
Environmental protection records
Tax and financial records
Regulatory Roundup
Recordkeeping Requirements
3. File Security
Disaster Can Strike Anywhere, Anytime
Records Security: Where to Start
Methods of Record Protection
Document Filing Options
Storage Options
Evaluating On-Site Facilities
Follow through
Benefits of Off-Site Storage
Electronic Storage
Double-Check Your Security
Safeguard Computer Records
Killing viruses
Unprepared for Security Breach
Perform Frequent Backups
Networkwide backup
Keeping Computer Secrets
Password integrity
The Privacy Issue
Protect confidential files
ADA’s Impact on Employee Privacy
Requiring Information Releases
Controlling E-Mail
The Boss Is Watching
Employee Monitoring
Raising Security Awareness
4. Records Disposal
The Legal Rationale
Disposal: Make It Routine
Document All Disposal
Double-Check Your Recycler
Electronic Records Have Shelf Life, Too
Choose a Foolproof Method
If Legal Action Looms ...
5. Retention Schedules
Timetable Tips
When No Requirements Exist ...
Records Retention Guide
Appendix: Records Management Resources
Government Offices and Regulatory Agencies
Associations and Other Resources
|
