Onsite records management is the process of organising, storing, maintaining and protecting records within an organisation's physical premises. It ensures that documents are properly managed and can be easily retrieved when required, and Mathenson provides this service with trained resources. Records are received, categorised, labelled, barcoded and filed according to established procedures. Active and inactive files are stored in designated cabinets, filing areas or storage rooms using a consistent indexing and classification system, which improves accessibility and reduces the possibility of misfiling or losing important documents. Access to records is limited to authorised employees to protect confidential and sensitive information, and file movement is monitored through File-Eazy with its tracking, authorisation and notification features: a user requests access to a file, receives reminders to return it, and the system maintains a log of physical file movements. Effective onsite records management supports efficient work processes, accountability, compliance, information security and the timely retrieval of essential organisational documents.
Typical scope
- Assessment of existing records and document flows
- Organisation of physical and digital records
- Digitisation, indexing and structured access requirements
- Compliance-driven document management for financial institutions
- Tax and claims processing support for government and insurance
- Support for a practical transition to managed information
