Records — whether they are in your office or your file room, space is always a commodity. Planning and executing a few tasks will maximize your records storage capacity.

First: Implement the right records retention schedule

A good retention schedule is your best friend when it comes to saving space. In fact, an effective records retention program can help you reduce storage costs by one-third. Because your retention schedule specifies exactly what you need to keep, and for how long, you can control the growth of your records collections. This way you ensure that you are not paying to store records you don’t need to keep.

Second: Purge non-records

Industry estimates show that at least 50% of records found in a typical collection do not actually need to be retained. Non-records such as duplicates and outdated drafts are a result of day-to-day business functions and take up valuable storage space. The key is to purge these documents and files in a systematic way that takes records management principles into account.

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Third: Outsource or go offsite

Every organization has material that needs to be retained for business and regulatory purposes but does not need to be accessed on a regular basis. Off-site storage facilities and outsourced records management providers offer cheaper alternatives. Moving your records offsite or to an outsourced records provider frees up valuable storage and file room space while still allowing you to access your records when needed.

Fourth: Consider digitization

Digitizing your documents is a great way to save space and cut storage costs. Depending on your legal and regulatory requirements, you can often destroy the originals or store them in an off-site facility. Best of all, the imaged and indexed documents are instantly available to staff across your organization and can be quickly and easily accessed when needed.

Following these tips will not only make your life easier but also save your organization considerable resources.  Partnering with a records consultant will make this task even easier as they can provide you with a roadmap to accomplish all the above.