According to the 2015 Metrofile Information and Records Management Trends Index, 38% of South African businesses are not confident that their paper-based documents are adequately protected from theft or damage.

Businesses that are not confident with regards to the protection of paper-based documents should consult with an information and records management expert to discuss a suitable document storage solution.

Risk management consultants play an incredibly important role in the design process of the warehouses where information is stored. Safety protocols, such as a random storage patterns, for paper-documents in secure, custom-designed warehouses can be instrumental in protecting documents from potential sabotage, theft or damage.

Here is a safety checklist for organisations to use as a guideline when looking to invest in a secure records and information storage solution:

  1. Random Storage pattern of documents: Organisations – whether looking to outsource their document storage solution or manage it onsite – must request or implement a random storage pattern. This will mitigate the risk for loss of records because company documents will not be grouped together and will not be stored in the same location for a continuous period.
  2. Fire detection system: The storage warehouses must be equipped with an in-rack sprinkler system.
  3. The Metrofile fire detection system, for instance, operates under dry pressurized conditions until the hypersensitive aspirating fire detection system is activated. Once the detection system is activated, a network of feed pipes are flooded with water and primed for activation by means of the array of high flow sprinkler heads.
  4. Control of access points: It is important that each access point to the warehouse is managed and controlled by a biometric personal identification solution. All control points must also be under the permanent watchful eye of a nationally monitored CCTV system to ensure that only authorised persons gain access to any of the storage sites.

Organisations often spend a lot of time and resources on firewalls and anti-virus software for electronic records, but neglect to implement a secure paper document storage solution. To ensure a holistic records and information document system, it is best for organisations to partner with an expert.

By Wayne Clarke, Managing Director of Metrofile Records Managements