Safe and secure document and record storage isn’t just about keeping on top of filing your paperwork. All businesses must preserve certain accounts and paperwork, ready to present these documents on request to HM Revenue & Customs. Despite the fact that nowadays documents are usually completed, exchanged and shared digitally, having an efficient document storage system and knowing how long you need to store your documents, is vital.
So what is the best practice for archiving your accounts records and associated documents? You need to have a robust system in place, a system which complies with current international trade regulations and that will allow HM Revenue & Customs to carry out checks and audits efficiently. Your records should be legible, up-to-date, accurate and readily accessible, regardless of how they are stored.
HM Revenue & Customs provide their own document management support system which is available for subscribers to use in return for annual charge, with one-off charges to produce annual reports. However, you may prefer to use one of the many document management services which are now widely available to businesses throughout the UK.
Document management service providers usually offer a wide range of storage and management facilities; these typically include document scanning, document retrieval, document shredding and confidential waste services. All document management services should be backed-up with a state-of-the-art security system. The cost of using a document management service will vary according to the provider you use so it can be worth shopping around to find the correct level of service to suit your requirements.
Data protection is incredibly important and the security of your documents should be paramount. If you choose to store your documents on your business premises, you must ensure that they are safe and secure at all times. Making sure your offices are locked when not in use is a sensible precaution to take and it can be worth considering the addition of secure storage rooms and lockable filing cabinets.
Digital documents also need to be stored securely and there are a number of steps you’ll need to take to ensure data protection. For example, a password-entry system to access files on a read-only basis can be a good idea to protect sensitive documents. If your company has its own website, you also need to take steps to protect it from hackers. An effective firewall, user authentication and message encryption can all be used to ensure your website is secure: failure to protect your website can allow hackers to obtain confidential information directly from your network.
Document security should never be underestimated and it is vital that you put systems in place to ensure best practice at all times. If you would like further advice and guidance on the best ways to store your company documentation, please contact a specialist document management company for more information. A wide range of document management services are now available from document scanning and digitisation, through to document storage and secure shredding.