Scott McNelley

“You Gotta Know When to Hold ‘Em, Know When to Fold ‘Em…” – Kenny Rogers, “The Gambler (Song),” and Records Retention, in a Nutshell

When it comes to your vital records, knowing when to get rid of them is almost as important as knowing when to create them— it helps you keep costs low, inventory manageable and compliance breach risk limited (as limited as it can be, anyway). Records Retention is largely a function of compliance.

Know When to Hold ‘Em

Some records you have to keep—the law requires it, or you need the information until further notice or forever.  For most of our customers, the small part of their historical data they actually need to keep is stored within software programs like their accounting and billing system, or their CRM (Customer Relationship Management) program—what they keep and how long they keep it outside of their other business systems is almost entirely driven by compliance requirements.

So the easiest answer to “When do I need to hold ‘em?” is “When the law says so (or if you really, REALLY need them).”  If you’re not sure what the law requires you to keep and for how long, I recommend you seek professional advice from someone who does—your attorney or the agency that enforces your industry’s compliance requirements are two good places to start.  If your records manager has in-depth knowledge, they may also be able to share what other firms in your industry do, but since you are ultimately responsible, it’s always best to get advice and recommendations straight from the source.

Know When to Fold ‘Em

How do you know when to “fold ‘em” (destroy your records)?

The easiest answer here is, not surprisingly, “When the law says so (or you really don’t need them anymore).”

When it’s finally time to send your records packing, you have a decision to make.  Do you want to:

1. Save the data by scanning the records and preserving the information digitally before they’re destroyed?
2. Save the data in aggregate (summary) form, and lose the granular details when the records are destroyed?
3. Destroy the records and lose the data forever?

The best choice varies by industry and by company, so there is no “one answer fits all”– just remember that you are just as responsible for the confidentiality of digital data as you are for data contained in hard copies of records, so plan accordingly. Compliance with records retention will be specific to your industry, circumstance, management guidance, and internal or external counsel.

Also keep in mind you need your data to be as secure during the process of destruction and afterward as it was when it was still being actively stored, so make sure whoever you work with ensures data destruction that is total, certain and DOCUMENTED so your compliance requirements will be satisfied.  Having no records retention policy or schedule is in my view much worse than having one that contains flaws, or is miss-executed. Not following the law (employment law for example)  can cause liability or legal action.

Know When to Get Help

If you’re in over your head when it comes to your records, or just need some suggestions about what to “hold” and when to “fold,” including insider tips about how others in your industry or related industries handle records retention, please visit our website  and/or call me!  I can’t share confidential information, but I’m happy to share ideas, resources and tips that might help you, including information about our services if they would be appropriate for your situation.

Moving can be an expensive proposition, and a work-related relocation is no exception.  But the IRS does offer a little bit of help in the form of a tax deduction for work-related moves, under certain conditions moving expenses can be deducted:

Distance

You must pass the 50-Mile Test (the distance between your new primary job and your home must be at least 50 miles more than your old commute was). A great tax deduction and often under-reported.

Time

You must be employed full-time in the area of your new job location for at least 39 weeks during the 12 months after you move.  (If you own your own business, the time of employment required is extended to 78 weeks within 24 months after you move.)

The tax deduction applies whether the job you move for is a new one, or is for your current employer.  If you’re married, only one spouse needs to meet the Time/Distance requirements to qualify for the deductions.

What Expenses Can You Deduct?

Provided you meet the Time and Distance requirements, you can deduct “Reasonable” expenses, including the following:

• Packing and shipping your household goods and personal effects
• Travel costs to your new home, excluding meals
• Insurance Moving expenses
• 30 days’ storage costs
• Utility connection/disconnection charges

If your employer happens to be generous, any expenses they pay for are not applicable unless they are added to your regular salary, but you must be careful to claim only the allowable deductions.  You are also responsible for paying taxes on any money you receive from your employer for moving expenses that aren’t eligible for the deduction, like meals and temporary housing.

This is not an easy deduction to qualify for, but if you do, it is an “Above-the-Line” tax deduction (not itemized), and you would use IRS Form 3903 (Moving Expenses) to claim it.  As with any tax-related issue, you should always seek the advice of a duly-licensed tax professional to make sure you meet the criteria.

To learn more about the work-related moving expenses & allowable tax deduction, please visit applicable page on the IRS website, http://www.irs.gov/taxtopics/tc455.html.  Thanks to Chuck Myers of the McClatchy Tribune News Service for this information on how to make your work-related move a little less taxing, and please contact us to learn more about how we can help make the rest of your move smooth and worry-free!

Related articles

• IRS Moving Expense Deductions (turbotax.intuit.com)
• Little Known Tax Deductions- Check out five little-known write-offs that could make your refund bigger or cut what you owe. -Boyace Van Harlan Jr., PhD (imageinme.wordpress.com)

Moving?  Lock down Your Confidential Info with Secure Chain of Custody

Moving is madness, or at least it feels that way!  Even the best-planned, most organized move feels like it’s barely-controlled chaos at best.  To further complicate things, you have confidential customer information that you MUST safeguard, even during the chaos of a move, or risk a breach of privacy and the stiff fines, penalties and damage to your reputation that could result.

Your customers’ confidential information is never more at risk of exposure than during a move.

All of your usual operating protocols and security safeguards are suspended when you’re relocating.  Your records are taken from their safe, locked file cabinets and storage areas, and moved out in the open until they get to their new home and your regular security practices are re-engaged.  And God only knows what happens when your records actually leave the building and are on a truck somewhere on the road…

Also, in case you didn’t know– yes, you’re 100% responsible for how your vendors (like movers, for example) handle your customers’ information.  Puts a whole different spin on things, doesn’t it?  Your movers really DO have your business in their hands!

So how do you ensure end-to-end security and total compliance breach protection throughout a move?

Working with a vendor that knows and applies Secure Chain of Custody best practices throughout the moving process, including while your records are in transit from one location to another is not just good business it could save your business.  Secure Chain of Custody means your records are fully-secured throughout the transfer, and there is a carefully documented visual and written record of exactly where your records are and who has custody of them at each moment.

There are a number of ways to secure records besides keeping them in locked containers, like sealing them in plastic, for example, and a number of industry-specific protocols to be followed to stay compliant, like using security seals and limiting authorization to break them to one person.  A good records and information management firm that is also an expert mover knows and will tell you exactly what steps you need to take to satisfy regulatory compliance requirements while still being efficient in your move.

At Admiral, we’ve even incorporated total compliance protection into our box-less move, when items are stored on open gondolas or carts using our AirGlide® system for easy access.  How we do it is our secret, but if you need our help moving your records using Secure Chain of Custody, we’ll be happy to put our years of specialized industry-specific compliance experience to work for you.

Please do yourself (and your company) a favor– make sure whoever is moving your confidential records knows how to protect you from privacy breach.  If you need advice on what questions to ask your mover to ensure they actually do know their stuff, please call me–  I’ll be glad to tell you what to look for.

The proper role of government has become a major political and economic issue in today’s world and for the private sector in Montgomery, Alabama. Unfortunately, it has also become very divisive. So, what role should government play? In my opinion as a business owner, there must be a joint effort of government and private enterprise to provide the type of place people choose to live in and industry will locate or expand existing facilities to provide jobs and a tax base. There are roles only government can provide, as well as functions that must be provided by private enterprise.

Basically, city and county government’s role is to provide the infrastructure to make a place livable (utility service, police protection, fire department, streets, recreation facilities, public safety, libraries, etc.). Without these essential services, people, as well as industry and decision makers in the private sector, will not locate to a city or area. It is crucial that government perform these functions efficiently and equitably for all of its citizens. I expect my government to be fair in all of its dealings with all of its citizens, be beneficial, efficient and effective to those it serves, and to promote competitiveness in the private sector.

To have a vibrant, growing city there must be a good business climate.  And in Montgomery Alabama we have this. Industry provides the oil that makes the engine run. It provides employment that creates salaries, taxes, and in turn, provides the city services. I believe that any governmental body should have a tax structure that supports the growth of business, especially small operations. When the local economy is growing, almost always, the city follows. “A rising tide floats all boats” is an often-used phrase, but I believe allowing all businesses to flourish helps all citizens. Local government should do things that make its citizens proud to live and work there.

Quality of life is critical to new people locating to a city. A lot of us want a clean city that is attractive and well maintained. Pride in this area fosters the right tone for us all, and encourages visitors to have a favorable impression of our whole region. Montgomery and the River Region are most fortunate to have an outstanding quality of life. Not many cities of any size can match our offerings, such as the Alabama Shakespeare Festival and other entertainment and attractions venues. The relatively new River Walk and the recent revitalization of downtown Montgomery, along with an outstanding baseball park and a professional baseball team, certainly add to the quality of life for all citizens of the Montgomery area. Add the large number of college options and the work force it provides, and golf courses and other sports and recreational offerings in our area, and you provide people with a variety of choices. Again, you have a combination of government and private enterprise working together to provide a variety of opportunities for a quality lifestyle.

Education is of major importance! An essential element in any progressive community is the availability of good schools. The children hold the future in their hands, so to neglect to properly educate them assures failure as a society and municipality. Unfortunately, too many high school graduates do not have the skill level to assume positions requiring modest skill levels. Government’s role is to assure good physical facilities, but most importantly, demand well-qualified teachers and require discipline and expectations from teachers, students, and administration. An educated workforce is absolutely essential to the growth of any community, regardless of size. We must not fail in this area.

Currently in Montgomery, we are blessed with strong leaders and good administrators in both the state and municipal executive offices. That can change easily. We, the citizens, must be diligent to keep competent leaders in place and hold them accountable. Our leadership understands the importance of economic development, a good economy ensures access to economic freedom for all citizens.

On the federal level, I believe if the U.S. – as the world’s largest economy, the world’s biggest innovator, and the world’s biggest exporter – is to remain in that position, we must ensure that America is the world’s best place to do business. The Federal government should not run the whole show, but they should demonstrate common needs by addressing their own uses first. As America’s largest landowner, building/owner operator, largest employer and therefore largest consumer of energy, government should focus its efforts on making sure its own internal operations follow sound business practices, including conservation of people and resources. By doing so, they pave the way for private enterprise to follow their lead. Government must create economic, social and environmental value while minimizing or avoiding damage to the economic, social or natural capital so as to allow the private sector to thrive.

Finally, we should not forget that our government works for its citizens, and in the end the elected officials are accountable to the people and to the private sector. Elected officials should never lose sight of the importance of being an advocate of private enterprise, and the two working together will provide a vibrant, healthy place in which to live and work. Quiet enjoyment, although very much a legal term, says a great deal about what citizens should expect from government. For the most part, I want government to let us all “quietly enjoy” our lives. Allow us to live un-encumbered by unneeded intrusion, encourage and support economic development and efficiently distribute resources to allow economic freedom.

The excerpt below is from the Chamber’s “State of the City & County Economic Development” breakfast

MONTGOMERY, Alabama — City and county leaders celebrated recent economic development successes in the River Region and hinted at an increased focus on public education in coming months at a joint breakfast today.

Montgomery Mayor Todd Strange and Chairman of the Montgomery County Commission Elton Dean outlined goals and achievements during an annual breakfast event hosted by the Montgomery Area Chamber of Commerce.

Dean said businesses created nearly 200 new jobs and announced $56.8 million in capital investments in 2011. Continued business expansion and providing Montgomery citizens with the best services possible are among his goals for 2012.

“It is now more important than ever that we stay on course with our economic development efforts with the Chamber (of Commerce), city and state,” Dean said. “And remain focused on attracting businesses from all over the world.”

Much of Strange’s speech centered on educational goals. He told the group of business leaders that Montgomery Public Schools does a great job of catering to those students at the top, but not such a great job targeting those toward the bottom.

Economic freedom is the linchpin of great quality of life, it is incumbent on government to provide this for its citizens.

How to Pick the Right Lion Tamer for Your Records Beast

Someday the world may be a paperless place, but until then, if you have records, you need to store them somewhere.  Storing them on-premises at your office isn’t a workable option forever—at some point, your records inventory (or indexing) takes on a life of its own and becomes a hungry, space-sucking organizational nightmare of a beast, consuming expensive office space and valuable time. A bar-coded records inventory is essential and will help locate records quickly.

It’s a good thing when your records inventory grows by leaps and bounds, because it means your business is flourishing—it is your business activity, after all, that generates all the records.  But when managing your records becomes a task unto itself, when it starts to take time away from the business activities that make you money and diverts resources elsewhere, it’s time to seek professional help to tame your records beast and convert it from a ferocious lion back into a cute, furry little kitten in the corner.

Decisions, Decisions – How to Choose?

When you realize your records are taking up more office space and more head space than you can bear, there’s lots of help available to bring things back under control.  How do you decide which Lion Tamer to enlist in your fight to reclaim your space and your sanity?  Here are a few things to consider:

Seek Industry-Specific Experience

Your records management and storage partner should have experience with your industry’s regulatory and compliance requirements.  Compliance rules are too technical and the risks associated with compliance breeches are too numerous and expensive to leave it to chance by choosing someone who’s still learning how to protect your information. A good vendor will be well-educated in the areas concerning compliance requirements.

Seek Time-Tested Vendors with a Proven Track Record

Like everything else in life, when it comes to managing records, the more you do it, the better you get at doing it.  Do you really have time to wait-and-see when it comes to your records management and storage?  Choose a firm that’s been in business for at least 5 years, so you know they know what they’re doing and they’re not going anywhere.  And choose a firm that already has loads of happy customers—if they are delivering consistently for others, it’s a good sign they will for you, too.

Only Pay for the Space You Actually Use

You don’t need to pay for ANY storage space other than what you actually use.  You wouldn’t rent a ballroom when all you needed was a small meeting room, but if you’re paying for a large space that’s mostly empty because your storage vendor doesn’t offer you utilization-based billing, you’re doing essentially the same thing.

Think Ahead

Your needs will likely change over time, so it’s best to choose a vendor that offers a full range of services and can expand what they do for you as you need it.  Moving your records and starting over with a new vendor can be an expensive inconvenience, so it’s best to choose someone who will be able to accommodate both your current and future needs.

When you’re ready to tame your records beast, we’ll be glad to share our recommendations on what services you need and what questions you should ask prospective vendors, so please ask!  We’re happy to be of service even if we’re not the Records Management vendor you ultimately choose for storage, and there’s no obligation to you. We can help you with a records inventory, a bar-code locator systems, easy retrieval and compliance requirement consulting.

Related articles

• How A Records Management Company Can Help With Your Document Management (ruralstops.blogspot.com)
• Why Effective Records Management Matters in a Democracy (recordskeepers.wordpress.com)

Going Paperless Doesn’t Have to Mean Going Broke

Going paperless is the way of the future when it comes to records management and storage—it gives you better records security, better access and collaboration, better preservation of your critical information and it’s better for the environment.

Do I Need to Convert Everything to Go Paperless?

Once you’ve decided to join the 21^st century and go paperless, the first question you’ll need to answer is what to do about your existing records—should you convert all of them into digital files up front?

That’s certainly one option, and some customers really do need everything converted to stay efficient.  But in our experience, most customers don’t need to do that—most firms only need to access 5%-10% of the information their records contain on a regular basis, so scanning every single file at once is expensive overkill.

The Smarter Choice: Intelligent Archiving

With Intelligent Archiving, you only scan records as they are needed.  So your paper records are stored securely, and when requested, they are scanned and delivered as digital files with the associated security and access improvements.  You save on delivery time and scanning costs, and get the information you need even faster than when physical delivery is required.

An Efficient, Cost-Effective Solution

Intelligent Archiving of your records to digital files is more efficient than fussing with pickup, delivery and cataloging of paper records, and more cost-effective than a full-fledged up-front conversion to all digital—your files are sent to you by email or uploaded to our secure web portal for instant access, and you pay only for what you need, as you need it.  For most customers, it truly is the smartest option.

To learn more about how Intelligent Archiving could work for your company, and to get an honest assessment of whether it would be the best choice for you, please contact us today!  You could be on your way to the freedom and flexibility of a Paperless Office before you know it!

Our “Boxless Move” is the best way to move your files and property, because our gondola system allows you greater access to your records throughout your relocation, and is the fastest way to load and unload your records.  But even we know that sometimes, for organizational purposes or keeping “hot files” handy and portable, boxes are called for.

All Boxes are NOT Created Equal

Not all boxes are the same.  Your boxes need to be the right size, so your files fit correctly and easily without being too heavy to move.  They need to have handles, so you can easily move and carry them, and be stackable, to minimize the space they take up.  They need to be sturdy enough to protect your files from damage due to crushing or buckling.  And in a perfect world, they would also be recyclable, to minimize any negative environmental impact.

Introducing The Perfect Box

We have The Perfect Box– our reusable Office Totes.  The best thing about our totes is their size—they are configured to fit regular or legal-sized files easily, and with a weight capacity of 60 lbs, they are large enough to hold a lot of information while still being small enough that they can easily be moved or carried.  Constructed from heavily-corrugated cardboard with cutout handles and fitted, self-closing lids, they are more than sturdy enough to protect your records, and will support the weight of other boxes if you stack them.

All That AND They’re “Green”

Because they’re so well-constructed, our totes are reusable for years, and because they’re made of cardboard, they are completely recyclable.  So our office totes give you the storage and protection you need, the ease-of-use you want, and the environmental friendliness you prefer.  What more could you ask for in a box?

“The Best Box for Your Buck”

So for those situations where nothing but a box will do, please contact us to learn more about how our Office Totes are the simply best box for your buck!

With property ownership comes responsibility—property assets need managing just as financial assets do, only the process can be a little (or a lot) more cumbersome.  You have to move property where you want it, deploy/install it, store/protect it when it’s not needed, track your inventory and dispose of what you’re finished with.

Regardless of how much or how little you have, it’s important to protect your assets and efficiently manage them—if you don’t, it can cost you dearly in time, effort and ultimately, loss of your property.  Here are a few components of asset management people don’t always think of that will absolutely impact their bottom line:

Logistics (Pickup/Delivery/Redeployment Coordination)

Coordinating the transfer of property in and out of storage is a critical part of asset management.  Scheduling the delivery of stored inventory so production proceeds at maximum capacity without skipping a beat can be tricky.  Whether for a retailer, hotel or manufacturer, it requires tightly coordinating logistics to pinpoint delivery times and have the right vehicles and personnel on-hand to maximize efficiency.

Descriptive Digital Inventory

There are many reasons to maintain a detailed inventory registry, including item dimensions, condition descriptions and images.  Having the specifics available on-demand (and possibly online) helps for insurance purposes if you ever have a claim, assists with inventory depreciation calculations, gives you what you need if you ever list the items for sale or auction, and best of all, helps you always know exactly what you have on hand so you can deploy it where you need it when you need it.

Proper Long-Term Storage of Retired Assets

Retired assets like furniture, electronics, lab equipment, computers, machinery and even surplus inventory need to be stored properly to protect them pending their redeployment, sale or disposal.  Items should be properly tagged, catalogued, wrapped in plastic for extra protection where warranted, and stored on racks or platforms in sealed vaults if needed.  Items can then be easily refurbished if needed and disposed of by resale, recycling or auction.

Records Archiving

Records Management is part of asset management, but because of information security and compliance concerns, it has its own subset of options and requirements.  Records need to be stored properly to prevent damage and degradation, converted to digital format for easy collaboration and to backup the data, properly catalogued and indexed, and when the time comes, securely destroyed.

If you don’t manage your assets properly, they will manage you out of a lot of time and money.  Doing it right can be a full-time job all by itself– if you’re smart, you’ll partner with an office moving and storage specialist or records management specialist that handles it all for you the right way.  The choice is yours– choose wisely, and if you have any questions about how to best manage your assets, please call (877) 816-5430 today!

Running a business is all about risk management—identifying and minimizing the risks that could threaten your company’s survival.  No matter how well you do what you do, if you don’t proactively protect yourself from the risks that could destroy you, you’re vulnerable.

Is Your Building More Protected than Your Records?

Most firms know this, and develop disaster recovery plans that address what would happen if they suffered a catastrophic loss of their physical facilities or key personnel.  It’s just good business sense to have a plan to ensure the business will survive.  Yet companies often neglect to treat their mission-critical business information as the essential asset it is by planning for its protection, which is a critical mistake.

Your Information IS Your Most Valuable Asset

Your firm’s information assets (data, contact information, financial records, contracts, etc.) are just as important as any other asset you have, if not more so.  As such, they should be treated with at least the same level of care.  Both companies and corporate officers are legally responsible (both criminally and civilly) for their firm’s handling of information, so protecting the company from the risk of catastrophic data loss or privacy breach is an essential part of risk management.

Information Protection Doesn’t Have to Be Hard

A comprehensive records and information management disaster plan not only safeguards the information itself, but also ensures the firm’s potential liability for mishandling information is zero or as close to zero as possible.  A good plan doesn’t have to be cumbersome or complicated, just well-conceived and consistently carried out.

What, at a minimum, should you consider when developing a disaster recovery plan for your information assets?

• Off-site document storage

If your records are stored at your offices and disaster strikes, you could lose everything.  That’s why smart businesses store their records elsewhere, and many also back up their data to a third location in another part of the city or even across the country.

• Going paperless

Storing all records as digital files from the moment they are created frees your firm from dependence on physical files at your firm’s physical location for access to the information you need for daily operations.  When done properly, it also enhances access and security, and protects you if a natural disaster struck your building.

• Intelligent archiving

Converting your records to digital files as they are archived is one way to ensure they will always be available.  Converting already-archived records to digital files as they are requested is another.  Both strategies together will ensure your information is always there when you need it.

Take Off Your Rose-Colored Glasses

It’s human nature to see the glass as half-full and the risk of disaster as just a remote possibility.  Don’t mistake your natural tendency toward optimism for a realistic predictor of the possibility of disaster.  Develop a sound disaster recovery plan that will protect you and your business if the unthinkable happens—because it does, to someone, every single day.

For expert help developing a comprehensive plan to protect your most valuable asset– your information– please call 334-396-5430 or visit www.admiralrecordsmanagement.com  today!

Scott McNelley is a lifelong problem-solver and entrepreneur who uses creativity, ingenuity and hard work to find the best solutions for his moving and storage customers in Alabama and beyond.  When a good solution doesn’t already exist, Scott creates one by “Imagineering” new equipment or systems that deliver the results his customers need and deserve.

Scott’s first business was a small local moving company that he started while in college and later sold (the company is still in business today).  He then started Admiral Movers, which has grown over the years into a much larger office moving firm, now known as “Montgomery’s Only True Office Mover.”

With Admiral, Scott took office moving to the next level, by creating several revolutionary techniques and new moving equipment that he conceived and built in direct response to the unmet needs of his customers.  Among other office move improvements, Scott created Admiral’s AirGlide℠ Computer Moving and Office Gondola℠ Systems, which together offer a truly “boxless, crateless” moving solution that better protects expensive equipment and gives customers better access to their property before, during and after a move.

Encouraged by the success of Admiral Movers, Scott was able to expand his ability to serve his customers by starting two other enterprises: Redwood Properties, a real estate holding company, and Admiral Records Management (ARM), a document management and storage specialty firm and a proven leader in secure information transition, relocation, conversion and storage.  Banks, hospitals, government agencies, the military, corporations, and medical practices have come to rely on ARM to maintain privacy, coordinate logistics, and provide the ultimate in protection of their client data.

ARM is a natural extension of his work with Admiral, and Scott brought the same creativity and problem-solving ingenuity to the difficulties his customers face when managing their critical business records.  With ARM, Scott introduced Intelligent Archiving, an unconventional approach to on-demand document scanning services that makes it easier and less expensive than ever for customers to transition to a fully-paperless office.  Intelligent Archiving also safeguards patient privacy and ensures total compliance for customers in the medical and healthcare fields that are making the change.

Scott’s efficient and cost-effective solutions have saved his customers money, time, backaches and headaches over the years, and his innovations, along with service that consistently exceeds expectations, are the biggest reasons his customers won’t go anywhere else for office moving or document management and storage assistance.

To learn more about how Scott’s passion for creative problem-solving can help your firm with an office move or document management and storage, please visit:

www.alwaysleading.com

www.admiralmovers.com

www.admiralrecordsmanagement.com

Or you can simply email info@alwaysleading.com, or call 334-262-6666 today!