TAMPA, Fla.: Each day, every department in most companies creates its own set of information. But where does it get saved and stored? Who manages it? What happens to old records? Knowing how to manage information is challenging enough, let alone trying to manage information found in a variety of departments. One local expert says it's a challenge that is growing as technology use increases.

"Information is being created at such a fast pace, a business can quickly lose control of its records," explains Rhett Stevens, co-owner of Stevens & Stevens Business Records Management, a full-service information management and protection firm. "When that happens, access, security and privacy issues quickly arise."

No matter the size of the business, having a company-wide records management policy, with one person overseeing all related tasks, is crucial. "Changing the way records are managed is an investment worth making," Stevens said. "A system allows you to decide who has access; controls your retention periods; and ensures your electronic and print records are safe; so your business identity is secure."

Key areas should include:

• Secure storage – Confidential files should be locked in a filing cabinet or vault, in a separate, secure room that will protect your records from water, fire and dust. Security cameras are advised.
• Control access – Limit access to files by password protecting computers and selecting only a few trusted employees with passwords and keys.
• Document retention – Files should be backed up. Talk with your legal and accounting staff, and a records professional, to determine retention periods. Don't keep everything forever because, during an audit, federal law allows all records on hand to be reviewed.
• Destruction – Always shred files, including discs or CDs that contain sensitive information. If using a professional shredding service, make sure they can provide you with a certificate of destruction and will recycle destroyed information.

"Once a company-wide policy's in place, it will save time and money and protect your business," said Stevens.

Stevens & Stevens Business Records Management is a full-service records storage and management center providing services throughout the Tampa Bay area. For more information, visit www.ssbrm.com and follow Stevens & Stevens on Twitter at: http://twitter.com/StevensBRM or on Facebook at: http://facebook.com/ssbrm.

SOURCE Stevens & Stevens Business Records Management