Retention of physical records is required by law. Binding rules specifying the retention methods and the filing rules and procedures are applicable only to organisations doing business in certain areas. Nonetheless, every organisation must have a filing plan in place to set out the records retention rules and procedures followed by the company. Companies receive and create records continuously adding to the volume to be stored, so if they do not want to be buried under paper, they must discard records after their retention period is over. This can be done properly only if there are accurate information available about the location and the retention time of the existing records. Subject to applicable law, companies can also decide to create an electronic archive of certified documents. When that decision is made, electronically signed authentic copies of paper-based records can be made under controlled conditions, and these copies can be stored in a system maintaining their authenticity until the end of the retention period.
No record is lost.
The location where a specific physical record is retained is clearly defined during the entire processing time and the retention period.
Using barcodes and barcode readers can drastically shorten boxing, reboxing and discarding time.