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5 Steps to Modernize Your Records from Paper Files

By Stephanie Rabiner, Esq. on September 28, 2011 | Last updated on March 21, 2019

Is it time to get rid of your company's paper records?

Chances are you've already started to make the move towards electronic files. After all, an estimated 90% of records are received in electronic form.

But what do you do with the boxes in the storage room? How do you integrate the paper with the electronic?

Following these five steps will help you reach that goal.

Step 1: Assess your goals.

Focus on how you want to modernize your paper files. What kind of access do you require? Do you want to keep the paper records, or dispose of them completely?

Step 2: Create a Cross-Discipline Team

Creating an electronic records system will require input from IT, legal and compliance. Working as a group will provide greater perspective and ensure that your new management program works for the company as a whole.

Step 3: Invest in the Right System

Don't cut corners for the sake of up-front savings. An efficient retention, storage and archiving system will lead to long-term savings, according to Inside Counsel.

Step 4: Identify Records

Chances are your paper records already exist in electronic form. And chances are they exist in multiple locations. As explained by Inside Counsel, it's necessary to identify which records need to be saved, and who is responsible for saving them. Duplicates can cause confusion.

Step 5: Integrate Retention Procedures

Archiving can fall to the wayside, so consider adopting mandatory updates. Retention of electronic and paper records is more successful when it becomes part of an employee's day-to-day duties.

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