In a four-part blog series, we focus on color coding. In part one we looked at the folder for color coded files and in part two we looked at the obvious and immediate benefits of color coding.
In this post we show how color coding makes it easier to meet requirements Storage and disposal of records – and avoids risks.
Meeting the legal requirements for recording and disposing of records is one of the most difficult challenges Records Manager face today. The challenge begins with a complex and changing set of requirements.
While some retention requirements are explicitly listed in the legislation, many others are not listed. In the absence of clear and explicit guidelines, you must consider a number of other factors, such as: For example, the possibility of litigation, the applicable limitation periods and the requirements for the customer's access to personal documents.
This uncertainty is exacerbated by the fact that requirements are constantly changing with the introduction of new laws and changes to existing laws. When you consider the possibility of serious consequences for non-compliance, it quickly becomes clear why retention and disposition are so difficult and important.
A well-researched classification and retention plan is the first step in a good conservation and disposal plan. but how does it continue? How do you ensure that the plan is applied regularly and consistently? There are many tools that can help you, such as: An electronic file management system automatically identifies electronic files for easy disposition.
However, this is not always easy with paper files. Here, color coding can be invaluable.
By helping you identify files more clearly, color coding offers a number of storage and disposition advantages. First, it reduces the risk of accidentally destroying a file. During a yearly cleaning process, interrupting the color pattern will immediately tell you whether your files are stored on shelves or in boxes for collection by a safe disposal service provider.
Color coding makes the storage process itself easier and more efficient. For example, if records are discarded annually, the files of a whole year can be destroyed immediately. Assisting employees in quickly identifying eligible files in large blocks.
Coloring makes it easier to slow down the process (which happens all too often) by making scheduling easier and faster. The general benefit is that records retention is more accurate and timely, minimizing compliance risks associated with inadequate and excessive retention.
They meet data protection and information security requirements.
