When selecting a records management provider, in Kenya as in anywhere else in the world, ensuring that your provider adheres to a robust set of compliance standards is crucial. At The Filing Room, we understand the importance of safeguarding your valuable documents and we are committed to upholding the highest industry standards.

We understand those standards better than most people and so, in order to help businesses and records management professionals, we’ve set out a guide for how you should measure your records management partner’s suitability. Below, we outline the key compliance aspects you should consider when evaluating potential records management providers.

  1. Compliance with business operation standards

A reputable records management company should be compliant with all business registration regulations and standards. Your records management partner must hold all relevant license.

Ensuring your records management provider has a Single Business Permit issued by the County or a Certification of Registration of a Workplace may not guarantee that the provider has a good records management product but it does ensure they’re legally operating. This is an essential first step in ensuring this is a business worth partnering with.

  1. Fire safety and prevention measures

Given the often sensitive nature of the documents stored by records management providers, fire safety is paramount. Ensure that your provider performs regular fumigations. At The Filing Room, we conduct fumigations at least four times a year, protecting all records stored with us against pest infestations that could compromise document integrity.

Furthermore, check that your potential records management provider conducts regular internal security audits, including servicing fire alarms, fire extinguishers and CCTV systems. At The Filing Room, we’ve taken the extra precaution of ensuring all our electricity outlets and sockets were installed away from our records just in case of any unforeseeable electricity surges.

During retrieval, our archivists use headtorches and battery operated sensor lights to illuminate their way through the aisles. At the close of business, we also ensure all non-essential electrical items are turned off.

Additionally, ask which types of fire prevention measures your provider employs. Fire prevention is key in records management, and it also needs to be intelligently applied. At The Filing Room, we’ve installed dry powder extinguishers and your records management provider should also. With water, foam or wet chemical extinguishers, your potential provider is just as likely to ruin your documents through fire prevention as it is through fire.

A thorough fire prevention assessment should also be part of their protocol. This should include obtaining a Fire Prevention Department ‘Clearance Certificate’ from the County. If you can see that your provider has this certificate, that establishes that the business has had a comprehensive site check to confirm the presence of necessary fire extinguishers, fire routes, assembly points, and appropriate signage. It also establishes that their team has qualified fire marshals as a part of their personnel.

  1. Health and safety practices

A competent records management provider should prioritize the health and safety of their employees and facilities. If they do this, you can be sure they operate an efficient, forward-looking business and you can have confidence they’ll bring the same standards to protecting your documents. It is always worth ensuring any potential provider conducts regular Health and Safety audits by independent auditors. These audits should cover all aspects of the facility, including record-keeping practices and overall maintenance.

Basic First Aid training for all office staff is another important factor. This training ensures that employees are prepared to handle medical emergencies promptly and effectively.

If your potential records management partner does do these things they should have some certification from OSHA, the Occupational Safety and Health Administration.

  1. Data protection and security

In today’s digital age, data protection is a key and valid concern. Your provider should be compliant with data protection regulations, safeguarding confidential information and ensuring it is handled with the highest level of security. This includes having comprehensive security measures in place, such as secure storage solutions and robust data protection policies.

These policies should all be aligned with Kenya’s latest data protection laws and it is always worth asking about this.

  1. Licensing and certifications

Verify that the provider holds necessary licenses and certifications for the equipment and software they use in their operation. For instance, at The Filing Room, where our documents are stored and indexed on the O’Neill Records Management software, our staff have gone through O’Neill Certification, ensuring that they are well-trained at using the software efficiently.

  1. Legal and contractual documentation

Ensure that the provider has well-defined contractual documentation, including Non-Disclosure Agreements (NDAs) and clear policies and procedures. These documents are essential for establishing the terms of service and protecting your organization’s sensitive information.

  1. Membership to professional associations

Membership in organizations such as the Kenya Association of Records Managers & Archivists (KARMA) signifies a commitment to professional standards and ongoing industry development. This affiliation can provide assurance that the provider is up-to-date with the latest industry practices and regulatory requirements.

 

Choosing the right records management provider is a critical decision that impacts the security and integrity of your documents. By ensuring that your provider meets these compliance standards, including regular health and safety audits, fire prevention measures, data protection, and relevant certifications, you can be confident in their ability to manage your records effectively and securely.

At The Filing Room, we adhere to these rigorous standards to ensure the highest level of service for our clients. Contact us today to learn more about how we can support your records management needs with professionalism and excellence.