Kaizen Infosource LLC

How do I select a records management consultant?

There are a number of basic issues you should address whenever hiring a records management consultant, including how to choose a consultant, how to write up a contract, and how to oversee a project. Kaizen professionals have over 100 years of combined experience to help you make decisions to keep your company records in good legal and legible order, and will make sure the contracts are all in your best interest.

How long do I have to keep electronic records?

The legal retention period for records is not determined by their format. Instead, retention depends on the function of the records and their legal, administrative, and fiscal value. Records in all formats (hardcopy and electronic) must be retained beyond the minimum retention period when they are relevant to an audit, or legal investigation.

Why do I need a retention schedule?

 When you started your business, it seemed practical and necessary to keep everything; however, as your business grows, you’ll find it less efficient and more costly to keep outdated information. The more you keep, the more you have to sift through to find what’s relevant. That sifting takes time and costs valuable resources—namely, your time and salary, and your company’s valuable floor or server space. The more outdated information you keep also becomes a burden if you’re ever sued or have to go through an audit. You have more information to look through that may—but most likely will not—be relevant to your cause. Records retention schedules are tools to guide you in what’s most important to keep and how long it is legally necessary to keep it. It you don’t need it any longer to defend your position or help your business make more money, a sound records retention schedule and program is the most cost-effective way to ensure that you are correctly disposing of that obsolete or outdated information.

Are electronic Records legal in court?

Many people believe that electronic records cannot be used as evidence in court. Actually, electronic records can usually be used as evidence; however, you will need to be able to prove that the system that maintains the records is secure and maintains accurate, authentic records.

Is electronic scanning or imaging a good idea?

Electronic document imaging, what many people simply call scanning, can be an important records management technology. However, imaging isn’t the solution in all situations. If you’re trying to save space by scanning records and then destroying the originals, scanning may be an appropriate choice. Microfilming may be a cheaper solution that’s easier to implement. On the other hand, if you are trying to combine paper and electronic information in one place and provide access to those records simultaneously to a large number of people even at remote locations, then imaging is the best solution. Kaizen can help you evaluate the best scanning and imaging options for your organization.

Training for records management and archives?

Kaizen can help prepare appropriate training for all levels in your organization. We can deliver training either on site or by using remote tools such as webinars. We will also provide written documentation of policies and procedures that we put in place for your company.

Are digital images of paper records legal in court?

Many people believe that digital images of paper records cannot be used as evidence in court. Actually, digital images can usually be used as evidence; however, you will need to be able to prove that the system that maintains the records is secure and maintains accurate, authentic records.