The Benefits of Outsourced Record Management

Businesses often have to handle a lot of information . From customer records to orders and marketing data , there’s a lot to manage and keep .

 There is a lot of buzz in the business world surrounding the concepts of outsourcing these days . Indeed , many business owners employ outside specialists to deal with time-consuming tasks like marketing or customer service . This infographic will explain all the benefits of following that same strategy when it comes to records and data management . 

SAVE TIME AND MONEY

 Reduces the costs of storing , printing , and filing documents ; eliminates the time spent searching for information .

SAVING SPACE

 In-house storage takes up office space and can create a lot of clutter .

IMPROVED SECURITY

 Reputable records storage service providers will have NFPA compliant facilities with rack configurations approved by their local Fire Marshall , In addition , all building entry points will be monitored 24/7 . Typically , they will also have some climate – controlled storage space available .

BENEFITING FROM EXPERTISE

 Reputable information solutions providers specialize in records management for a wide variety of customers , and understand how best to protect the records while also ensuring that the organization’s access to their own files is never diminished .

BENEFITING FROM INNOVATION 

 Trusted records management companies keep up-to-date with industry standards and practices , and maintain active memberships in industry organizations such as the National Association for Information Destruction (NAID) and ARMA (formerly known as the Association of Records Managers and Administrators) .

INCREASED BUSINESS FOCUS

 By not having to worry about records management , organizations can spend more time and resources on boosting productivity within their operations .

Quick facts and stats to consider :

  • Data breaches cost businesses an average of over $7 million per year .
  • On average employees spend 30-40% of their time searching for information .
  • Company records grow at a rate of around 25% annually .
  • Employees spend an average of 4 weeks per year searching for mislabeled or misplaced files .
  • 7.5% of all documents are lost .
  • 90% of records are never accessed again after filing .
  • At any one time , between 3% and 5% of the average company’s records are misplaced .
  • The average cost of recreating a one-page misplaced document is &180 .
  • 67% of all data loss is due to user mistakes .
  • Large organizations lose a document or file every 12 seconds .