Cataloguing provides an inventory of your archive content, which is critical to compliant document lifecycle management. It helps to take the guesswork out of what’s in the box. This in turn reduces the risk of breaching statutory regulations which dictate the minimum and maximum periods that certain records should legally be retained. Breaching the Data Protection Act can result in substantial fines. Cataloguing enables review dates to be set and the timely destruction of records at the end of their lifecycle, while also helps you to isolate those records that need to be retained. Mistakes can be costly!
Cataloguing supports quick and efficient box/file retrieval as it provides information about the contents of boxes, therefore reducing the search time. If you use a document storage company, then retrieval can be even more efficient than storing your records onsite. Most reputable document storage service providers use sophisticated barcode systems, which track and pinpoint the exact location of a box or file within their facility. If you have your archives catalogued, it means that you can, if you need to, isolate a single box or file for retrieval which can be returned physically or electronically, via scan on demand.
Cataloguing paves the way for smarter, more economical use of document storage space. By having a clear understanding of your archive content, and how long it has (and needs to be) stored for, you can confidently destroy records to free up valuable space. If storing onsite, this helps you to reallocate office space more efficiently. Similarly, if using a document storage business, it also makes good commercial sense to only pay for the storage of records that need to be retained.
Cataloguing provides vital information for controlling records, therefore is imperative for better security, especially if your archives contain personal or confidential information. Cataloguing enables specific records to be tracked as they come in and out of storage, with detailed audit trails. Tighter controls can be implemented in terms of who has access to specific records, so they can only be viewed by individuals who have the necessary authorisation.
Cataloguing is an important feature of hybrid document management as it provides detailed information about the content of your physical archives. With hybrid, you retain your paper records and integrate with digital when needed, such as retrieving/viewing documents by scan on demand. Such information can be exported to electronic document management systems, enabling you to control both your physical and digital records.
Cataloguing (when done accurately and consistently) forms the backbone to best practice in records management which benefits the smooth and efficient running of all businesses and organisations, without exception. Information is a valuable asset to all organisations, so knowing where to find it, when you need it, is a fundamental part of business success, efficiency and ultimately, profitability.
Cataloguing services in Cheshire, Liverpool, Manchester, North Wales and the whole of the north-west.
Did you know that Box-it North West provides cataloguing services in the north-west, to organisations of all sizes?
We are experienced records management professionals and offer flexible cataloguing solutions to suit most types and sizes of projects. We can catalogue your archives and output the information in a format that suits your business needs. From the basic indexing/classification of boxes, to more comprehensive information about box contents, we carry out your cataloguing project to an agreed set of rules tailored to your requirements. Our experienced cataloguing team works in a highly secure environment, and all Box-it personnel are DBS screened.