Determines what types of information should be considered records
Records Management.
A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.
Determining which documents and other physical or electronic items in your organization are records is the responsibility of corporate compliance officers, records managers, and lawyers. By carefully categorizing all enterprise content in your organization, they can help you ensure that documents are retained for the appropriate period of time. A well-designed records management system helps protect an organization legally, helps the organization demonstrate compliance with regulatory obligations, and increases organizational efficiency by promoting the disposition of out-of-date items that are not records.
Off-Site Document Storage.
Certain regulations may require records to be stored in such a way that they are accessible and safeguarded against environmental damage. A typical paper document may be stored in a filing cabinet in an office. However, at Infofile Document Solutions employ file rooms with specialized environmental controls including temperature and humidity. Vital records can be stored in our disaster-resistant vault to protect against fire or flood.
At Infofile Document Solutions we provide state of the art document storage and electronic cataloguing
Electronic Records Management.
Records management is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.
For most companies, their document situation is piling up with millions or even billions of paper documents. All of this must be perfectly managed with the following things in mind:
Off-Site Data Storage.
Off-Site Backup is an essential part of any disaster recovery plan. Our high security vault is the ideal solution to your off-site backup requirements. Our vault has a 2 hr. fire rating and is protected with an advanced air sampling system to identify a possible fire threat at the earliest stage. In the unlikely event of an fire, the inert gas fire suppression system will extinguish the fire within seconds. The vault is further protected with CCTV and biometric access controlled systems to ensure that only authorised persons gain access to the vault.
Transport.
We offer a collection and delivery service to all our clients. Our standard turnaround time will have you documents in your hands within 24 hrs. If you require a document urgently, our 24/7 emergency service will deliver it within 2 hrs.
Our vehicles are equipped with satellite tracking systems and monitored to ensure that your documents are safe during transport.
Secure Filing.
Our off-site record storage facility is secured in an access controlled area which can only be accessed by authorised personnel. Access to the faclility is also monitored by Closed Circuit TV Surveillance. Further more the facility also have a secure vault for storing highly sensitive records.
All of the records in the facility can be monitored and located through Infofile Records Management System.
Scanning.
Scanning can provide significant benefits if done properly and for the right reasons. It can:
Scanning can also be used as a means of duplicating and dispersing your vital records.
However…
Scanning is not a substitute for developing good records management and effective record keeping practices. In South Africa, scanned documents are subject to the Electronic Communications and Transactions Act. Act 25 of 2002. According to this Act, electronic records are admissible as evidence but only if it’s authenticity can be proved. This means that your documents must be scanned directly to an electronic records management system with sufficient access controls and audit trails.
Our InfoScan scanning solution has the ability to scan directly to our Infofiling Website and many other destinations to comply with this requirement.
Secure e-records.
In addition to the great record storage facility that is provided here at Info File Document Solutions, we also offer custom build record management web interfaces so that you or your clients can record track and monitor records online.
Shredding.
The retention and destruction of documents forms an important part of the records management life cycle. The destruction of documents must be carried out in accordance with established policies and in due course of business to avoid legal penalties should they be required for litigation.
Organisations that collect and hold personal information of individuals like banks, insurance agencies and many government departments are further governed by the Protection of Personal Information Bill According to Section 14 of this bill
(4) A responsible party must destroy or delete a record of personal information or de-identify it as soon as reasonably practicable after the responsible party is no longer authorised to retain the record in terms of subsection (1) or (2).
(5) The destruction or deletion of a record of personal information in terms of
It is therefor important that organisations ensures that records are destroyed according to the provisions of this bill.
Many organisations make use of paper recycling companies to collect paper documents. Many of these recycling companies do not have the facilities to destroy documents immediately. The paper are often dumped and bailed and transported to paper mills for pulping. There are obvious risks in this process and does not comply to the provisions of the bill.
InfoFile Document Solutions can assist organisations to comply to the legal requirements. We provide secure shredding facilities to guarantee that information are destructed in a manner that prevents its reconstruction in an intelligible form.
