All You Need to Know about Hybrid Records Management

Sometimes, combining two great products or ideas can create something uniquely valuable. Take, for example, the classic commercials from the 70s and 80s where two people collide, one saying, “You got chocolate in my peanut butter,” and the other, “You got peanut butter in my chocolate.” This humorous encounter resulted in the discovery of a delightful combination—Reese’s Peanut Butter Cups. Though the commercials were entertaining, Reese’s Peanut Butter Cups were created long before, in 1928, by Harry B. Reese, a former employee of the Hershey Chocolate Company. This delectable hybrid has since become a top-selling candy, with U.S. sales exceeding $2.6 billion annually. Just like Reese’s, hybrid solutions in records management can also yield significant benefits.

Your Unique Records Management Situation

Your current records management might still be entirely paper based. Alternatively, you could have transitioned to digital formats, or perhaps you’re operating with a mix of both. Whether you’re sticking with paper, digital, or a combination, each method has its merits. While paper was once the sole option and still offers benefits, digital records provide enhanced efficiency and security. The key question is whether you should continue managing both formats together.

What Is Hybrid Records Management?

Hybrid records management involves using both paper and digital formats regularly. For many companies, this approach evolved naturally, starting with a paper system, and gradually integrating digital file keeping for storing, transferring, and sharing information. You might prefer paper for certain documents due to confidentiality or ease of use, while digital files offer efficiency and security. Digital records are particularly valuable in protecting information from potential disasters at your facility and are easily searchable. By combining both formats, you can achieve cost-efficiency. For instance, rarely used records can remain in paper format until needed, at which point they can be quickly scanned. Storing paper records off-site is both easy and cost-effective.

Combining Two Great Formats

While paper records can be kept on-site, there are numerous advantages to partnering with a professional records management service for off-site storage. Here are some key benefits:

• Space Optimization: Free up valuable space at your facility by moving infrequently used or inactive files off-site.
• Disaster Protection: Protect your records from damage or destruction in the event of a disaster at your location.
• Enhanced Security: Store your records in a highly secure facility equipped with monitoring systems and safeguards against theft, extreme temperatures, humidity, water, weather, fire, and pests.
• Accessibility: Retrieve your records easily through delivery or pick-up services as needed.
• Organized Storage: Your records will be stored in proper cartons, placed on storage racks, and labeled with barcodes for quick search and identification. Professional indexing ensures your files are well-organized and easy to locate.
• Compliance: Ensure compliance with all privacy laws. Professional records management services maintain strict chain of custody for document retrieval and delivery.

Digital records might serve as your primary method for daily information storage and sharing. Paper files can be scanned and integrated into your electronic system, then stored either on-site or off-site with a records management company.

Benefits of Partnering with Allegheny Records

At Allegheny Records, we provide secure storage for your paper documents, allowing you to use your valuable space more profitably. Our comprehensive records management services include:

• File Indexing: We meticulously index your files for easy retrieval.
• Secure Storage: Your files are stored in anonymous cartons on storage racks to ensure protection.
• Easy Retrieval: Access your files securely and efficiently, adhering to all privacy regulations.
• Document Destruction: We offer compliant document destruction services to complete the chain of custody for your records.

If you’re ready to streamline your records management with a hybrid approach, Allegheny Records can help. Contact us at 412-381-1010 or complete the form on this page to arrange for file retrieval and storage.