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How to make sure your vital records are safe

1. Back up vital records and store them offsite. Vital records include contracts, incorporation certificate or papers, titles and deeds, and stock records. All By Laws, Resolutions, Ownership and Lease papers, and Board of Director's Minutes should also be stored offsite. Photocopies or microfilm are not always acceptable alternatives for lost or damaged originals.
   



2. Store duplicate accounts receivable and accounts payable records offsite, together with key elements or personnel files (emergency contact information and phone numbers) and payroll information. Never assume that that service performs backups and duplication. ASK
   



3. Keep a current inventory of equipment, contents, and valuable records with the insurance contracts in an offsite location.
   



4. Establish a record retention schedule for paper and computer documents. Store these items offsite and destroy records when they are no longer covered under the records retention schedule. Laws for retention of business records vary by state, so check with local government agencies or records management consultants.
   



5. Duplicate essential files, projects, and information and then store offsite. If records and documents are transferred to microfilm or microfiche, store the Master copy offsite and use the Use or Duplicate copy on a regular basis. Make copies from the Master copy only when the Use copy is no longer readable. If the company uses jacketed fiche (strips of film that fit into pockets of sleeves), make Use copies and store the originals.
   



6. Compile abbreviated contact lists or Rolodexes for operation from a remote location. This is the lifeline of sales, customer services and information specialists.