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One of the most critical components of your business is your record keeping. You need to keep your documents in order and you need to be able to access them easily when they’re needed for tax or legal purposes. You also want to keep them secure. Many of your business documents are sensitive and you don’t want them falling into the wrong hands. You need to make certain that vital documents aren’t destroyed, while also recognizing that some documents may need to to be destroyed eventually.
For all of these reasons, you want a reputable document management company. Storage Quarters offers numerous document related services and we want to give you some information about document management and show you why these services might make sense for you.
The Basics of Document Management
The website BusinessDictionary.com defines document management as “coordination and control of the flow (storage, retrieval, processing, printing, routing, and distribution) of electronic and paper documents in a secure and efficient manner, to ensure that they are accessible to authorized personnel as and when required.”
The Association for Information and Image Management (AIIM), a non-profit organization that provides research and education for the information industry stresses storage in their definition of document management, saying it is “the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.”
Document Management Services
AIIM’s definition referred the use of a document scanner and using document scanning and imaging services is a great way to keep track of all of your records. It’s efficient, it can save you the cost and space of storing hard copies of your documents, and you can recover your documents even if the hard copy is lost or destroyed.
You’ll want to look for a document management company that can allow you to retrieve your documents easily through the use of a barcode. If you’re storing records that involve the health of an employee or patients at a medical office, it’s critical that the document managers are trained to make sure the scanning and imaging is HIPAA compliant. It’s also a benefit to have the documents available for electronic medical records.
Security is also very important in document management particularly when you’re destroying documents. If you do have to destroy documents, particularly potentially sensitive ones, you’re going to want to make certain that the document has been destroyed and your document management company should be able to certify that it happened. You may also want to ensure your documents are shredded in a secure atmosphere.
Storage Quarters Provides Expert Document Management Services
If you’re looking for expert and efficient document management services. We use bar coding technology and our records specialists are available seven days a week. If you’re looking for document shredding, we offer several ways to do it. We can transport your documents to our facility in Garden City, New York or you can drop into the facility and view the destruction or leave it with us. We also have a mobile shredding truck that can come to you. For any of our document management services, contact us today.
Some offices still have a decidedly 20th century or even 19th century feel. You’ll see filing cabinets everywhere and desks that are filled with paper. That’s not the way things are in the 21st century. Sure, you’ll rarely see an office that’s completely paperless, but most firms rarely use hard copies of the documents they make. But what about offices that still keep a large amount of paper on the premises? What’s keeping them from modernizing their business?
In many cases, these offices may be buying into myths about document scanning. Some businesses think keeping records electronically and scanning and transferring documents can be more complicated than it actually is. Storage Quarters wants to debunk some of these myths about document scanning.
Myth: Document Scanning Isn’t Secure
According to the Website Productivity 501, the argument against scanning documents is that you’re one computer glitch away from losing that document forever. That would only be true if you don’t take the simple step of backing up your hard drive. Meanwhile, there are plenty of ways to lose a paperless document. It can be misfiled. The document can be lost or stolen or destroyed. There are a lot of extra layers of security and protection you get from scanning documents. They can be encrypted and very often you can get barcoding technology and lists of your inventory.
Myth: Scanning Your Documents is Too Expensive
It actually costs a lot of money to store mountains of records. Think about those file cabinets and how much office space costs per square foot. If you’re keeping too many documents on your premises, you’re essentially wasting space and may not be as productive as you can be. Handing your scanning over to a record management company can get your job done inexpensively and efficiently.
Myth: The Job is Too Big
If you’ve been storing documents for years, you may be concerned that scanning all of your records simply can’t be done, because there’s too much to scan. Nothing can be further from the truth if you have an experienced scanning company working for you. You might be overwhelmed if you try to have your staff scan all of your records, but if you use an outside company with experience, they’re used to scanning large amounts of documents.
Myth: Your Business Documents Require Handwritten Signatures
This is no longer true and hasn’t been for a long time. Laws like the Electronic Signatures and Records Act in New York and the Federal Uniform Electronic Transactions Act or the Electronic Signatures in Global and National Commerce Act (ESIGN) allow electronic signatures to be binding. Document scanning companies can give you the ability to allow your documents to be signed electronically.
Storage Quarters Can Be Your Scanning and Document Management Company
If your company needs to organize files and documents and needs scanning or document managing services, Storage Quarters can help. We will keep your documents secure and we’ll do everything in house. If you’re concerned about confidentiality and issues related to HIPAA, our staff is fully trained in compliance with HIPAA laws. We can also do your document shredding in a secure location. To get started contact Storage Quarters today.