Archive Storage for Bedfordshire, Hertfordshire & Buckinghamshire
“As a general rule, the most successful man in life is the man who has the best information”
Good information is essential to any business. Nowaday computers make business information easily accessible. Unfortunately older information can far too easily fall through the cracks. It could be time consuming or even disatrous to lose valuable records. Remember the collapse of the former global accountancy giant Arthur Anderson. One of the key reasons it failed was for failure to keep records.
Good record keeping allows you to work more efficiently and meet legal requirements. It helps you generate meaningful reports and protect your rights. Therefore off-site archive storage can actually protect your company.
Bedfordshire Archive Storage Hertfordshire & Buckinghamshire
WHAT RECORDS CAN BE STORED?
Records and document storage in Bedfordshire. It depends on your business but it can be files, maps, models and pictures. Additionally drawings, plans and accounts records. As well as tender documentation and official notices. Perhaps purchase orders, invoices and credit notes. Or bank statements and invoices. Maybe sales ledgers, receipts, paying-in books and cancelled cheques. Plus those all important payroll records.
Also personnel files and redundancy papers. Maybe pension scheme administration books and insurance documents. Not forgetting tax records and investment / treasury records. Possibly planning applications and estate management deeds. Finally licences, leases, tapes, films, crates and filing cabinets.
The number of times you need these records will vary. Please see our Document Retention Guidelines. Some records need to be close at hand. Others are needed less often. Sometimes you cannot know when you will need the records but keep them as a matter of good house-keeping. Either for regulatory compliance. Or perhaps for possible legal reasons.
Remember most records may have a limited lifespan. This means that they can be destroyed when no longer required. However you may feel that some records may have intrinsic, financial, personal, legal or historic value.
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It is an unfortunate fact that exposure to litigation in England is drifting towards the American model. The ability to promptly view your records schedule is essential. It will also provide you the confidence of knowing crucial information is easily to hand.
Also just the knowledge that crucial files are in archive storage will let you sleep more easily. It will undoubtedly also save you unnecessary and costly legal bills should you be sued. (Bedfordshire, Hertfordshire & Buckinghamshire document storage).
Possibly the most important reason why companies might have archive storage is so as not to fall foul of the authorities. All businesses must comply with a host of rules and regulations, both U.K and European. As well as possibly American or other countries. Especially if the company has a foreign office or interests. Recent examples being the 2006 Companies Act. Or The Companies (Registrar, Languages and Trading Disclosures) Regulations 2006.
As the rules and regulations are constantly changing. We would always recommend you seek expert advice. However the Leighton Buzzard archive storage warehouse does provide free Document Retention Guidelines. As does our Letchworth file storage facility.
80% of organisations that have failed to plan for disaster fail within 6 months of the event (source: KPMG). Many companies never recover from major set backs such as fire, flood or terrorist outrage. The failure to maintain off-site records is often a major cause of this breakdown. Simply because many people under-estimate the importance of certain records until they lose them.
Risk management and continuity planning is important for small businesses but essential for larger businesses. Disaster recovery and file storage Hertfordshire.
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A carefully designed integrated schedule of all records is important. It can allow your staff to quickly determine which category their particular records should be allotted to. Staff at our Letchworth or Leighton Buzzard archive storage facilities, can create document storage schedules for you.
BENEFITS OF OUTSOURCING
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By outsourcing your storage process, you can concentrate your expertise into what you do best as a company. Concentrate on channelling your energies into your core business. You can then seize real competitive advantages, create sales opportunities and maximise profitability.
Good records will show not only what documents are being stored but should show why. This will mean that records are not stored unnecessarily. Documents can also be destroyed once their lifespan has passed. This also means important records are not mistakenly destroyed. Our Leighton Buzzard and Letchworth archive storage facilities can provide specialist document retention advice.
It is important to have accurate records with known lifecycles and scheduled disposals. Also it means you can accurately budget for this element of your business. Please visit the file storage Dunstable page.
A scheduled disposal of records minimises business risk. It additionally provides a simple database to ensure you comply with regulations. Plus you can avoid costly fines or penalties. Or possibly mitigate expensive or unnecessary litigation.
Well structured records allow your staff to determine whether specific records exist. Also to know where to quickly locate them. Time is money. This maybe essential in responding quickly to a valued customer. Or perhaps in beating off a competitor.