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lifecycle of records retention management & document destruction
When a company starts developing records lifecycle management, the most common technique is to start with a very basic filing system that is best for managing a small collection of records. Often, an entry level staff member with no previous records management experience is tasked with creating and managing the system. While employees will often do the best they can with whatever system they are most familiar with, they fail to consider the consequences of a growing record system that can quickly become complicated, inefficient, and error-prone. It is important for businesses to develop CJIS and HIPAA compliant records retention schedules and records management systems that account for how files and other information will be managed through out their lifecycle.
risks of non-compliance with CJIS and HIPAA records retention
An unplanned and ill-managed records management system leads to lost and misfiled documents, a system clogged with documents that should have been discarded, and a difficult, frustrating system for employees to navigate. What many businesses don’t realize is that federal and state regulatory agencies have very strict rules for how businesses manage information and records from security to retention and destruction. A records lifecycle management system that enforces internal business guidelines with properly designed records management software ensures that your company will meet government standards. With records management software, you can easily set up automatic CJIS and HIPAA compliant records retention schedules to ensure that you’re in compliance and aren’t keeping documents past their retention date. This way you can reduce your risk of government fines and penalties if you are audited.
There are a wide variety of records lifecycle management technologies that support CJIS and HIPAA compliant records retention schedules and records management. File labeling software, barcode scanning, and RFID tagging helps track and manage large numbers of records quickly and accurately. Other benefits of a records management system include:
- The ability to create, label, review, inventory, transfer, and dispose of records efficiently and compliantly.
- Reduction in time you and your company’s employees spend searching for or recreating lost or misplaced files.
- Advanced security features that allow you to set and restrict access to authorized personnel
- Comprehensive audit trails that show when each record was created and accessed throughout its lifecycle
contact us for records lifecycle management
Southwest Solutions Group® provides records lifecycle management consultations and assessments for businesses who need to develop CJIS and HIPAA compliant records retention schedules. SSG can provide cost-effective knowledge, expertise, and products to improve your records management process. To learn more or to speak with an information management specialist, call us at 1-800-803-1083 or send us a message today.
