Note: this article addresses recovery of hardcopy records–digital information recovery is another subject altogether . . . we’ll save that for another day.
In my line of work, I often come across organizations of all shapes and sizes that are managing (or–more accurately, storing and forgetting about) their vital records and information within their offices, in rented self-storage units, at leased warehouses off-site, in the basement of their building or parking garage, at home in their attic . . . The contents of these files vary widely from general finance and HR records, to patient medical records, legal case files, laboratory specimens, and more.
In some cases, this information is being retained as a result of government regulations that require a specific retention period. In these instances–while the probability of the need for retrieval may be relatively low–the consequences of failing to produce these records when required to do so can be terminal to the organization responsible for them.
Even when there is a greater chance the files will need to be accessed again at some point in time, decision-makers responsible for arranging the storage of records through the methods I mention above often choose their path based on perceived cost-savings. However, when taking into account the expenses involved in losing records (or simply not being able to find them due to a lack of organization and indexing), the potential expense of managing records and information haphazardly far outweighs any savings achieved by cutting corners.
Medical Records in Self Storage
“But Justin, our office/storage unit/warehouse/shed in the backyard has smoke detection and fire suppression. We’re ready for anything!”
That’s great . . . . what’s your next step when those sprinklers go off?
Do you have a plan in place to ensure the continuity of your business’ operations? If your records are impacted by fire or water, what will you do in the relatively brief amount of time you’ll have to recover those files?
. . . even if you do have a documented Disaster-Recovery plan–have you ever actually tested it’s efficacy?
The usual answer to these questions is obviously “No.”
Truth be told; most people don’t know where to begin in the creation of a Disaster Recovery plan for hardcopy files. In addition disaster recovery services don’t come cheap. The process is can become extremely labor-intensive and time-consuming, and it sometimes requires a truly artistic level of expertise.
So, what do I suggest? Consult a professional.
Firstly, by moving the inactive/semi-active records offsite, you’re already taking a step in the right direction to protect the information your business will likely need in order to continue operations. Reputable, specialized providers (such as Storr Records Management) will always provide the client’s records with:
Tightly-controlled access to facilities
Robust fire detection and suppression
Monitored & recorded video surveillance
Background-screened & HIPAA-trained staff
Software designed with auditing capabilities to track chain-of-custody and provide barcode-based indexing (usually with web-based search and retrieval capability)
Retrieval & delivery services upon request 24/7/365 with available “rush” service
. . . and they should also have an active and regularly-tested Disaster-Recovery Plan in place to address any incidents which might occur.
Best of all–the provider’s disaster-recovery planning comes at no additional cost to the client. In the event it is ever needed, the provider’s insurance policies will cover the expense of the recovery.
In many cases, the process involves moving the files into large freezers to “lock” the moisture in place–then transferring them in batches to commercial freeze-drying equipment. Other processes may be applied as needed, such as gamma irradiation, antifungal, and microwave processing to remove additional contaminants.
Going back to the cost of working with a specialized provider–if you explore the options local to your particular region, it very well may be a lot less expensive than you might think; especially if you partner with a local/regional company willing to compete for your business. Speaking for our own services–we generally offer costs to clients that are less expensive than self-storage rental, and FAR more secure, efficient, and regulatory-compliant.
When compared to the high cost of commercial/industrial square footage, the overhead for internal labor that is pulled away from primary responsibilities to look for records, and the exposure to workers’ comp liability that can arise from injury (paper is heavy and ‘in-house’ storage spaces are generally cramped and cluttered) or car accidents in transit . . . . well, you can probably get a much better deal by partnering with a contracted provider.
So, when it comes to managing hardcopy records and ensuring their preservation through the required retention period, it seems ole’ Ben was right . . .
About Storr Records Management, Inc.
Storr Records Management, LLC (a subsidiary of Storr Office Environments) is the only Privacy+ Certified records-management provider local to the Raleigh-Durham-RTP area in North Carolina. Offering Secure Records Management Services with Unparalleled Customer Service and Maximum Value, SRM provides clients with records and file storage & management, AAA NAID-Certified document destruction, vaulting and media-rotation services, document imaging/scanning, and more. Storr Records Management helps customers realize significant improvements to the management of their files and data with regards to overall cost, efficiency, and productivity.