A system and procedure for us to store and receive information is by storing paper copies of legally binding paperwork in drawers. These are stored in alphabetical order for 7 years so that it can be retrieved at any time easily.
Our computers also back up all records so that it is stored away and can be retrieved if necessary. This is done daily so that everything is still there if the system crashes. We can create backups in two different ways which is by downloading all information onto a disk which is then kept offsite in case of a fire. This is so that it is always stored and can be retrieved. Another way is by backing up information on to ICloud so that it is secured and there is always a copy which can be received at any time.
Also if you need other sources of information this can be done by searching on Google, minutes of meetings and people via email and phone.