As many organizations discover that good housekeeping practices are good business, the recorded evidence of those practices is growing. But for the professionals who manage those records, there are also opportunities to apply green practices to records management itself. This article provides advice on the ecological management of recording media at all stages of its life cycle.
Records management prevents paper with limited value from consuming space and other natural resources that go into running an office. Copies, drafts, and publications can be recycled into productive business records and can be destroyed, provided retention schedules confirm that related legal and business requirements have expired.
Carefully designed filing systems reduce the environmental footprint of records by allowing more records
to be stored in less space. Old, bulky file cabinets with deep pull-out drawers should be replaced with
more efficient lateral filing systems. The environmental savings are even greater for large collections, which can benefit from high-density mobile filing systems.
Offsite storage warehouses allow for even more file storage per square foot of land, but those benefits can be negated if the same files are moved back and forth every day. Make sure your storage provider optimizes the productivity of every trip. “Close storage” maximizes
the output of information for each mile driven through a regular schedule of bulk deliveries and pickups.
With increasing consumer interest in the environment, the records management industry has introduced options that help save money and the environment:
• Expandable folders and pockets that take up minimal space while growing with the contents.
• Reusable folders that allow easy removal of stickers and writing.
• Enclosures made mainly from recycled materials.
• Folder reinforcements made of biodegradable mylar.
Despite all the talk of a “paperless office,” most organizations’ paper production has actually increased. Records management promotes a “paperless office” by replacing parallel file folders in different offices with a centralized file. Document management systems prevent the evolution of different versions and encourage the recycling of hard copies in favor of an authorized electronic original.
Is shredded paper recycled? Is the recycling operation efficient? Do you avoid high-risk chemicals? Is the replaced equipment also recycled or donated to a non-profit organization? As long as all content is “data wiped” beyond recovery, your organization can extend the life of raw materials and keep toxins out of fragile ecosystems.
FORWARD
Application of these tips depends on a total solution approach to managing recorded information. Just as an environmental protection program examines short- and long-term impacts on land, air, and water, an environmentally sound records management program also monitors paper, electronic, and other media at every stage. of its life cycle.