In a recent blog post, we discussed where to store your paper files, including archive files. In some industries, records retention requirements – and the resulting high paper volume – necessitate off-site storage. When storing files offsite, it’s critical to know which files are where so they can be located as needed with a minimum of fuss. This blog post discusses how to determine what to store offsite as well as how to retrieve easily.
1. Decide how you want to group your files. This could be alphabetically, numerically by client number, or chronologically by service date. Your choice will be informed by industry guidelines, your onsite record-keeping system, and how frequently you purge the archives.
2. To make location of archived files easier, create file indices for your archives. Include the following on the file indices:Continue reading “Locating Files Stored Off-Site”