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Records Management For Dummies by Blake Richardson, CRM

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Chapter 11

Storage Locations

In This Chapter

arrow Storing records onsite

arrow Understanding vendor services

arrow Establishing vendor offsite storage requirements

arrow Examining vendor contracts

Over time, organizations produce and receive a significant amount of paper documents. Most documents are subject to two phases — active and inactive. Active documents normally reside in file cabinets or in shelving units, allowing employees to readily access them. Active documents are needed for processing and inquiries related to recent transactions.

Inactive documents are not frequently accessed, but still may need to be retained based on the company’s record retention schedule requirements. Inactive documents that still need to be retained are usually placed in boxes and sent to either on-site or offsite storage. This chapter addresses how to ensure that your records are protected and remain accessible during their inactive phase and provides tools to evaluate offsite storage vendors.

Storing Inactive Records Onsite

Some organizations with adequate space may make the decision to store their inactive records ...

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