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The electronic devices we use to manage our lives produce an enormous amount of data. This data comes in many formats: spreadsheets, emails, voicemails, video and photo files, web pages, blogs and social media, just to name a few. In the corporate world, data within these formats constitute electronic records which differ from paper documents and files only in name and type. Like paper records, businesses have a legal responsibility to manage and protect their electronic records. Paper documents and files are easy to manage for most organizations. Electronic records, on the other hand can pose more of a challenge since managing them requires an understanding of ever changing technological advances and threats. A thorough corporate records management program will account for both paper and electronic record formats. Since technology is ever evolving, today’s “latest, greatest” device may be tomorrow’s has been. This makes the long term preservation of electronic records especially challenging. Much like archival paper records, some electronic data may need to be kept for several years. If the media you use to store electronic records is not maintained in the proper environment, electronic data can be severely compromised. Whether your electronic records are stored on magnetic media tape, hard drives, or optical disc, it’s necessary to have the right facility and systems to ensure preservation and protection. You certainly don’t want to put all of your eggs in one basket, so to speak, when archiving electronic records. Data stored in one place is a risky proposition. For example, the crash of a laptop hard drive can easily result in the loss of important, corporate electronic records. Therefore, it’s important to implement redundant data storage and protection plans that cover the course of your electronic records’ retention periods. As follows, once your electronic records have reached the end of their retention period, it’s crucial to have destruction policies and procedures in place. The sheer volume of confidential and private information on one hard drive or backup tape can be extraordinary. If not properly destroyed, this electronic data can easily be retrieved by the wrong person and prove to be a crippling event for your organization. As a result, any storage medium housing electronic records should be destroyed by a professional media destruction partner. As a National Association of Information Destruction (NAID) member, Records Management Solutions provides secure media destruction services for clients throughout West Virginia, Virginia, Washington DC, Maryland and Pennsylvania. For more information about how we can help your organization properly dispose of its electronic records, please contact us by phone 304-263-0199 or via the web www.rmsshredding.com Facebook: www.facebook.com/RMSshredding Twitter: https://twitter.com/RMSshredding Properly Protecting and Disposing of Electronic Records Linkedin: http://www.linkedin.com/company/rms-shredding-and-storage Jim Scott is the President of RMS one of the Mid-Atlantic’s leading Information Protection Firms. Jim’s weekly blog s on Information Protection can be followed at www.rmsshredding.com or call RMS @ 304-263-0199.
Page 17 8 Ways to Build Your Baseline Business Reputation Reputation management is one of today’s hottest small business topics. It’s the process of monitoring, managing and influencing what’s being said about your business online (especially in social media) in places like Facebook, Yelp, Twitter and blogs. But your online reputation is an extension of your reputation in the real world – what I call your “Baseline Business Reputation” or BBR. It takes place across all touch points you have with customers and prospects. For many business owners, reputation has literally meant everything. It’s one area small firms have always felt they can beat out even the biggest competitors. But it’s a mistake to believe that social media offers a shortcut to reputation riches. Sure, reputations can soar – or sink – rapidly online. But for most small and local firms, reputation is something earned over time. Key elements of reputation-building that business owners most frequently cite include the human qualities of integrity, honesty, reliability and exceeding expectations. In addition, building trust and a good reputation requires that the business delivers good quality products and services, along with good value. Here are eight ways to build your baseline business reputation: Business Matters Build bottom-up credibility. Start by delivering what you promise. And the best way to do that is to first under-promise, and then overdeliver. A sure-fire reputation buster is to make claims or promises that aren’t met – in your advertising, in person, by your employees or in the hours you post but don’t keep. This means vastly more than posting a plaque on your window, wall or website touting membership in the local chamber of commerce, Better Business Bureau or your professional association. Deliver some R&R – as in Responsiveness and Reliability. To develop a good reputation for responsiveness, be a stickler for communication and resolve complaints quickly. If there’s a mistake or delay, own up to it and make extra effort to fix the problem quickly. An apology helps too. A complaining customer can become your biggest supporter if the complaint is resolved quickly and effectively. At the same time your baseline reputation benefits. Offer exceptional value. Customers and clients define value differently, so this can involve many different things. You might, for example, offer free service or product support for a period of time, or offer discounts and special perks to loyal customers. Providing something unexpected, such as a giveaway or free sample, is a good value- and reputation-building tactic. And paying attention to details – making sure a product is spotless on delivery, for example – scores big value and reputation points. Be privacy sensitive. In addition to guarding sensitive information (credit card slips, for example) and honoring permission-based mailing and email lists, this also means providing a discrete area to discuss financial or other sensitive matters, such as medical issues at a drug store. Demonstrate tech proficiency. A business that uses antiquated technology will have a reputation as being, well, antiquated. These days, being tech and internet savvy is critical to being perceived as competent and capable as a business. Keep your computers, mobile devices, printers, email and voicemail systems, software, websites and social media pages up to date. Communicate selectively and effectively. Keep letters, emails and voicemails short, to the point, professional and productive. Use correct spelling and always leave contact information, even if you think the recipient has it. Make sure your company information – full name, address, phone, fax, website URL, toll free number, hours and other vital information – is displayed in prominent locations. Make your website polished and professional. A clean, up-to-date, professional looking website is absolutely vital today, regardless of the type or size business you have. It doesn’t need to be big or fancy, but it does need to be accurate and up to date. Do community service. A little selfless generosity toward local organizations or your community goes a long way toward helping building trust and a positive reputation. Source: Daniel Kehrer, Founder of BizBest.com
Page 1 and 2: Volume 2, Issue 9 September 2012 Ta
Page 3 and 4: Page 3 Business Matters The Summer
Page 5 and 6: Page 5 Business Matters The Potomac
Page 7 and 8: Page 7 L. R. Wilson Seamless Gutter
Page 9 and 10: Page 9 Business Matters Our Members
Page 11 and 12: Page 11 Friday - September 14, 2012
Page 13 and 14: Page 13 Business Matters Pam Neely
Page 15: Page 15 Business Matters Leadership
Page 19: Page 19 Business Matters Calendar o
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