Data is a buzz word now for a reason. The amount of information, paper and digital, we are receiving and sending at any given time is exploding. The traditional ways of storing information no longer works. Technology keeps making leaps and bounds every day, but most business operations are not able to keep up with how their data is managed. As a result, they lose an important competitive edge with the businesses who are savvier with document management.
Government regulatory industries still require that certain documents are kept for their life cycle. And if any of these records are in paper format, they need to be stored and archived properly. Storage of these documents is paramount, but also the scanning of these documents so that they remain beyond their legal life cycle may be important for your business as well.
In order to be safe confidential documents should be stored off site to protect against loss, theft or fire. The traditional “office” has been disrupted by shared office space or some staff even working from home. Some businesses may not see the need for more physical space and will save money on rent. So what happens to the paper documents that still need to be kept?
The new office space offers challenges; it’s best to keep any documents off site at a storage facility. At FileBankINC our storage facility is climate controlled and highly secure. We archive for any regulatory due diligence. We also scan those documents that should be kept after their life cycle or destroy by shredding them. that require any type compliance shredding and offsite storage of paper records not only strengthens business retention processes but also improves security, accessibility and regulatory due diligence. The service is FileBox™ and it's an inventory for inactive paper files.
Offsite storage can help by:
With the right Enterprise Content Management (ECM) solutions, like at FileBankINC, you go paperless, simplify administration processes and reduce the cost of document management. We help you to organize, prepare for compliance issues, audits, shred, and secure your critical records in our climate controlled vault, while providing you with automated access. You and your organization will have more freedom to focus on your business and what you do best.
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Is your company prepared if a disaster were to strike? A disaster could mean many things, systems crash, theft, or a fire. What would you do if you lost critical information. Disasters can happen instantly and without warning. Many companies cannot handle a disaster because their data is not stored properly.
Disaster preparedness should be on the top of everyone's mind. You should have a reliable electronic system in place that can store, backup and manage your records and information. No one can guarantee that a security breach, human error, hardware failure, natural disasters, or other unforeseen factors won’t affect your companies’ critical systems. However, having an Enterprise Content Management ECM Solution protects all of your confidential and legal documents. An ECM greatly increases the odds that your platform and the software running on it won’t be compromised.
There are certain legal and government regulations that require businesses to retain a certain amount of information to meet government standards. For example a company has an obligation to archive records for the IRS. This means that your ledgers, receipts for expenses, and many other financial documents need to be retained for anywhere from 7 to 10 years
Outside of the fact that a business must have up-to-date records; a good retention program avoids documents getting lost and can save a lot of time and money.
Here are 3 powerful ways an ECM can help your business to stay on top of it's data.
Let us know how we can help you retain your documents and records. We have several different products and services that can be customized to fit your need.
At FileBankINC we're more than just a Content Management company, we customize all of our solutions with the needs of our customers. Our wide range of services means you can be assured that all your data, physical and virtual, connects seamlessly across your different systems. We are dedicated in bringing quality service with speed, accuracy, and with the highest level of security.