Even in a digital-first world, paper record management remains a critical function for many organisations. Contracts, personnel files, legal documents, and financial records often exist in physical form and must be managed carefully throughout their lifecycle.
Without effective paper records management, businesses face risks such as lost files, compliance breaches, inefficiencies, and unnecessary storage costs. Implementing structured physical records management practices ensures your paper documents remain secure, accessible, and compliant.
This guide outlines the best practices for paper record management, helping organisations improve efficiency, security, and compliance.
The digital era has brought considerable changes in the way businesses store records and paperwork. Today, many companies are going digital to store paperwork. However, going digital can still throw a huge curveball your way.
Just imagine the steps a single document takes around the office. It reaches a mailbox before being sorted by the receptionist. Then is sent to the accounts payable department, rests there for a few days before it’s opened, read and scanned, and sent to a filing cabinet.
Until a day comes when there’s no space left for you to store any more documents, and you begin to review what to keep and what to discard.
Moving your paper-centric organisation to digital starts to seem like a herculean task. After all, this process may take weeks or even many months to put in place.
So what paper record management measures should you take in the short-term to improve efficiency, productivity and profit? Here are some best practices you can implement.
What Is Paper Record Management?
Paper record management refers to the systematic control of physical documents from creation through storage, retrieval, retention, and final destruction. It is a key part of business record management, ensuring paper records are organised, protected, and managed in line with legal and operational requirements.
Effective paper document management covers:
Classification and indexing
Secure paper storage
Records retention policies
Controlled access
Secure disposal
1. Assign Responsibility for Paper Records Management
A successful paper record management program starts with clear ownership. Appoint a records coordinator responsible for overseeing paper records management processes across the business.
Their responsibilities should include:
Enforcing paper document management policies
Tracking physical records locations
Managing access permissions
Coordinating audits and reviews
Clear accountability reduces errors and improves compliance.
2. Create a Records Retention Policy and Schedule
A documented records retention policy is essential for compliant paper record management. This policy defines:
How long paper records must be kept
Legal and regulatory retention requirements
When documents should be securely destroyed
Understanding paper record retention requirements helps organisations reduce risk, avoid over-retention, and lower storage costs.
3. Use Consistent Classification and Indexing
Knowing how to manage paper records efficiently depends on how well they are organised. Implement a standard classification system to support fast retrieval and accountability.
Index paper records using:
Document type
Department or owner
Creation date
Retention category
Consistent indexing is a core component of effective physical records management.
4. Implement Secure Storage for Paper Documents
Choosing the right secure storage for paper documents is critical to protecting sensitive information. Poor storage environments can expose paper records to theft, damage, or deterioration.
Best practices include:
Using professional document storage solutions
Storing records in appropriate archive boxes
Avoiding unsuitable environments like garages or generic self-storage
Professional secure paper storage facilities offer environmental controls, restricted access, and disaster protection.
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5. Consider Offsite Document Storage
As records grow, many organisations turn to offsite document storage to manage volume and reduce onsite clutter. Offsite storage supports scalable paper record management while maintaining security and accessibility.
Benefits include:
Reduced office space usage
Enhanced security controls
Improved compliance
Cost-effective long-term storage
Offsite facilities are especially effective for inactive or archived paper records.
6. Control Access and Track Record Usage
Strong paper record management requires controlled access to physical files. Sensitive records should only be accessed by authorised personnel.
Implement:
File sign-out systems
Access logs
Clear handling procedures
These measures protect confidentiality and strengthen business record management practices.
7. Schedule Secure Paper Record Destruction
An often-overlooked aspect of paper records management is disposal. Once retention periods expire, records should be destroyed securely.
Secure paper record destruction:
Prevents data breaches
Supports compliance
Reduces storage costs
Shredding and certified destruction services ensure documents are disposed of safely and responsibly.
8. Integrate Digitisation with Paper Document Management
While paper records remain essential, digitisation enhances paper document management by improving access and resilience.
Scanning physical files allows organisations to:
Improve searchability
Support remote access
Reduce handling of original documents
Digitisation works alongside paper record management, not as a replacement.
9. Avoid Self-Storage for Business Records
Self-storage facilities are rarely suitable for compliant paper record management. They typically lack:
Environmental controls
Access monitoring
Fire and disaster protection
Professional document storage solutions are purpose-built to protect business-critical paper records.
10. Audit and Improve Your Paper Record Management System
Regular audits ensure your paper record management system remains effective as regulations and business needs evolve.
Audits help you:
Identify compliance gaps
Improve storage efficiency
Refine retention schedules
Strengthen physical records management controls
Continuous improvement is key to long-term success.
Conclusion: Why Paper Record Management Still Matters
Effective paper record management is essential for security, compliance, and operational efficiency. By applying best practices for paper record management—from classification and secure storage for paper documents to retention and destruction—organisations can confidently manage their physical records throughout their lifecycle.
Whether you’re managing legal files, financial records, or archived documents, professional document storage solutions and a clear records retention policy form the foundation of reliable business record management.
Talk to Compu-Stor About Your Paper Record Management Needs
If your organisation is looking to improve paper record management, secure paper storage, or long-term document storage solutions, Compu-Stor can help.
With proven expertise in physical records management, compliant offsite document storage, and secure paper record destruction, Compu-Stor supports businesses at every stage of the records lifecycle. From retention planning to secure storage and retrieval, their team delivers reliable, compliant solutions tailored to your needs.
Speak to Compu-Stor today to find out how professional record-keeping and paper-storage services can simplify compliance, reduce risk, and protect your business-critical information.
