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.