Consult With an Expert Before Digging In

When you make business decisions, it's always a good idea to consult with an expert.  An expert could be anyone from a seasoned attorney, a medical expert or even a wise parent.  A 10 minute conversation can change your entire outlook on a subject matter, so much that you possibly change your decision.  Even if this isn't the case, there is always something to learn from an expert.  Just so you know, there are experts in managing and storing files as well!

Case and point - I began to work with a small legal practice a few months back that was interested in using Docu-Trust services (file storage, shredding, etc.).  It turns out that I received a call from the legal assistant who I had been communicating with all along, to tell me that she appreciated our most recent marketing campaign offer, but that they had taken a different route to manage their files.  As I asked questions and she gave answers, I was blown back at what I heard.  Let me share three quick things before continuing that will help you understand my perspective. 

• 90% of files that are put into storage are never retrieved again
• This particular legal firm has a file retention of 7 years, meaning they can legally shred their files after 7 years
• The firms current storage location is a self storage facility

Now, to continue with the answers I heard from the legal assistant.  She told me that they had decided to start scanning their files.  I thought to myself, "That's great.  This means less hassle with paper, easier and quicker access when they need files."  I proceeded to inquire about how they were going about it.  She said that they were going to the storage units every couple of weeks to pick up 3 boxes, loading them up in their personal vehicles and taking them back to the office to scan.  After finishing with the 3 boxes, they would load them back up in the car, return them to storage and pick up another 3 boxes.  This process would continue until all boxes had been scanned.  She then told me that the boxes would stay in the storage units until the 7 year retention period was up.  Then, the boxes would be destroyed.

In other words, files were being scanned, returned to storage and not destroyed/shredded.  They never referred to these files, so why take the time, effort and money to digitize them?  The files were not being shredded after being scanned, so why scan them if you already have a copy that you plan to keep...especially if you never refer to them?

I gave her some suggestions that would be less costly, more effective and more logical.  Whether this firm used Docu-Trust or not, doesn't matter.  What matters is that smart decisions are made with expertise and experience.  So, when you make business decisions, look for that expertise and experience, even when dealing with your documents.