I like this question! We have both types of environments; locked and open. I believe that locked is better, especially when it is possible to audit access. We even have video surveillance in certain records areas.
But move out to small office locations and the story changes. Some offices don't even have dedicated rooms just for physical records. I believe this to be common, if not best practice, for most large/national firms. We often take what we can get.
It reminds me of conversations I have had over the years regarding secure shredding. Many colleagues are appalled at the idea of unsecured receptacles for documents to be shredded. And I am talking about receptacles within a secured office environment. Sure, there are always some secured units for those documents that should not be seen by co-workers. But many of my customers in the past have told me that I have to leave some of the units open because they don't want to stand at a box and feed a few sheets at a time. Remember, these are law firms. I'm sure this is consistent with other professional industries.
And here's the kicker; my stakeholders pointed out that there was so much information in offices, on desks, in open cabinets, etc., that it really was foolish to worry about a cart or bin with some loose paper in it. And I wonder if this same concept doesn't apply here. If we have folks within our offices who have files in their control, or in common spaces such as war rooms, and this is open within a secure office space, why is it problematic for the file room to be "exposed".
I know, I know, there are control and accountability issues that extend beyond basic security. But I believe there is validity to some of this argument. Bottom line: the best environment is one where there is great accountability and control. I will take secured and monitored space every time I can get it. In the real world, many of us end up doing our best with what we are given. If there is a breach, odds are it will be for a number of reasons that do not include poor records control.
These are my opinions and not those of my employer, so fire away with those arrows! I have been around this industry too long to believe in utopia.
David B. Steward
Director of Records
HUSCH BLACKWELL LLP
4801 Main Street, Suite 1000
Kansas City, MO 64112-2551
Direct: 816.983.8860
Fax: 816.983.8080
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huschblackwell.com
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