This week, the Fireproof Team attended both the Contingency Planners of Ohio 2009 Business Survival & Recovery Conference and the Ohio Society of CPAs Columbus Accounting Show.  We had the opportunity to speak with people from all over the state about our passion – records management and disaster recovery.  We enjoyed answering questions, helping people re-think their records management and security needs and learning about the unique challenges of companies of all different sizes and industries. 

The CPO conference was held at the OCLC in Dublin, Ohio.  Session members learned about preparing for disasters, creating business continuity plans in a tight economy, quality assurance testing for existing disaster recovery plans, and choosing a data center location.  The Fireproof team was able to provide additional insight and information to attendees, stimulating thought and conversation.  As pioneers in the off-site data protection industry, Fireproof offers multiple climate-controlled vaulting locations throughout Ohio, as well as disaster recovery plan consulting, and are considered the local area experts.    

The OSCPA show was attended by nearly 350 of Ohio’s finest accountants, treasurers, controllers and financial officers.  Topics ran the gamut of corporate issues, tax planning, personal financial planning, assurance services, technology and professional standards.  Attendees also enjoyed a speech by State of Ohio Auditor Mary Taylor, CPA, who discussed the biggest surprises and challenges of her prestigious office.

As an OSCPA Affinity Partner, Fireproof was proud not only to attend this richly educational event, but also to have a speaker featured!  Fireproof Senior Consultant/Document Manager Joseph Dickman Jr., MBA, was invited to speak about Records Management for Business Survival.  Joe reviewed the changing regulatory environment, how Sarbanes-Oxley has created increased visibility and penalties for bad records management practices, and the vital importance of a compliant records management program in every industry. 

“Sarbanes was really just the beginning,” Joe said.  “The new buzzwords ‘transparency’ and ‘accountability’ are going to make the Sarbanes requirements look like a Sunday school picnic.  Now more than ever, businesses need to have a compliant records management program that allows them to create and keep the records they need to do their business, retaining what they are required to retain for as long as they are required to retain it, and then securely destroying it at the end of that retention period.” 

In an ever-changing regulatory climate, managing your records is not a luxury; it’s a necessity for business survival.  Some tips to keep in mind:

• Know your privacy legislation and understand retention requirements; stay current with changes
• Define and track destruction dates
• Index/catalog your records for easy access during audits
• Avoid storing records in basements or garages that are subject to flooding
• Avoid storing records in public storage lockers/garages with limited security and high moisture
• Identify and actively protect vital records, either through imaging or climate-controlled storage
• Consider hybrid document management solutions (scan active charts, store inactive charts)
• Consider retaining a business partner that can help you create and maintain accurate, compliant, secure records management controls

Both shows were truly energizing experiences, and we hope that the information we shared will help you to organize and shape records management for your company.  If at any time you need assistance, please do not hesitate to contact us – we’re here to help!  We look forward to following up with many of you soon.