Document management solution should offer security, accessibility

Document management solution should offer security, accessibility
The advantages of converting paper documents to electronic forms are obvious – including streamlined processing, greater accuracy, reduced expenses and improved efficiency – but once the conversion has been achieved, what are you going to do with all those paper documents?


Destruction is an option, of course. A reliable provider of document conversion will also offer full destruction services, allowing you to decide if and when your physical documents should be shredded, and giving you additional options, including secure pulp-mastication and certification of shredded materials.


But if you’re looking for a secure way to store your paper documents until you need them again (or until you decide to have them destroyed), here are some options you should make sure your hard copy management provider offers:

  • The ability to track, index and retrieve your hard copy records and/or images at the box, file or document level
  • Scan-on-demand, which gives you flexible options for accessing your documents and images digitally. That means that, upon your request, the requested document is pulled, prepped, scanned, formatted and transmitted to you in electronic form, then the original record is returned to storage, ensuring that the document is accessed by authorized personnel only.
  • Guaranteed secure transportation of your documents by highly trained personnel
  • Reporting options that allow you the ability to reduce your time in making key business decisions, with inventory and retention schedules reporting

Most of all, you need to be sure that your documents are secure – stored in a building that is monitored 24 hours a day, constructed of concrete and steel, equipped with smoke and heat sensors, along with a sprinkler system.  When considering having a reliable provider manage your document storage, be sure they offer that level of security.


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