5 ways to create value with your documents

14
Aug
2019
documents
1094 Views

Despite the oppressive heat here in South Georgia, school is back in session. People are shaking off the lazy, hazy, crazy days of summer and jumping back into order and routine. There’s no better time to look at your document management routine and ensure that you’re getting the most value from your documents. Below, we list out the top five ways to create value with your company’s documents.

  1. Know what documents you actually have. Documents are not adding value to your company if you don’t even know what you have. SRS’s indexing service is at the core of our document management business, and it’s what differentiates us from other companies. By indexing, we’re able to go through and help you understand what documents you actually have, what documents are redundant or related to similar cases, and what documents you no longer need.
  2. Know where your documents are. Documents are not adding value to your organization if your team members have to spend countless hours trying to locate them. Once SRS indexes your files using our proprietary system, you have access to our “Scan-on-Demand” program in which we will deliver the requested file(s) directly to you, typically within the hour, but absolutely no longer than 24 business hours. Doesn’t that sound better than digging through old files and boxes?
  3. Get rid of documents you no longer need. Many companies end up keeping records far longer than necessary. One crucial step in the indexing process is working with companies to understand their retention policies and apply them as we go through the documents. This makes it easier to find the information you need when you need it and save on costs from storing records that are no longer needed. We are able to shred the outdated records in a compliant manner and keep your other records on a retention policy to shred them once it’s time.
  4. Free up valuable real estate. With our indexing system, we take all your physical records off your hands. That frees up space within your office. Records are stored in state-of-the-art facilities that meet the industry’s most stringent compliance standards, including with 24/7 video monitoring and lock-and-key access.
  5. Give your team members time back. The indirect costs associated with being your own document management solution are shockingly high. The average desktop shredder can shred about 40 pages per minute. In contrast, our shredder can destroy over 30 pounds of paper in one minute. That’s over 2000 pounds in one hour. Which one sounds more efficient to you? Similarly, the average desktop scanner can only scan 30 pages per minute and requires precious staff time. Indexing and customized document management solutions are far more efficient than scanning every single file. What’s more, team members will no longer spend time pouring through old files to find the ones they need. Instead, they can reclaim their time and focus on their highest and best use of time – tending to your clients and patients and giving them the absolute best service possible.

At Secure Records Solutions, our goal is to help clients gain the most value from their documents, and, ultimately, improve their lives. If any of these solutions sound appealing to your business as we get back into the swing of the new school year, contact us today.

LEAVE A COMMENT

Our Latest Consulting Insights

Burning documents

Can I Burn My Sensitive Documents Instead?

At Secure Records Solutions, we occasionally encounter businesses and individuals that use alternative methods to shredding for disposing of confidential information. The practice of burning documents with sensitive information in lieu of shredding is the option we most often hear about. Burning paper poses fire […]

Read More

document storage document management

Are You Managing Your Documents, or Just Storing Them?

By now, any business operating in 2022 knows the vital importance of solid document storage practices and the need for safe, secure preservation of data. Considering the risks associated with data breaches or leaked information, secure storage is paramount for any company operating in the […]

Read More

A pile of old dusty hard drives for disposal and recycling

Hard Drive Destruction: How It Works and Why You Should Do It

When most businesses think of document destruction, their first thoughts are of shredders and boxes full of paper records. Though in our increasingly digital world, more data is stored digitally, and often on physical hard drives.   It’s a mistake, however, to think that digitally stored records […]

Read More

Albany, GA document storage

Top 3 Document Storage Solutions for Albany Businesses

Albany, Georgia has long been an economic center of southwest Georgia. Hosting a range of businesses that all have a variety of needs. Foremost among these is document storage. There are a range of document storage solutions for Albany businesses to meet their document storage […]

Read More

building a sales culture

Building a Sales-Driven Culture

As originally published by Partner & COO Christopher Powell Jones: Recently, I had the privilege of making a guest appearance on The Shred Coach Podcast, hosted by Tom Adams. The podcast explores various issues and challenges in the commercial shredding industry, and functions as a […]

Read More

Records retention

Three Factors to Help You Determine Retention for Records

During the introduction to this retention series, Are You Ready to Become an Expert on Retention Policies, we addressed that retention is a complicated subject. In our efforts to simplify this complex topic, we discovered common themes regarding various aspects of retention policy that help […]

Read More

Hurricane preparedness

How To Keep Your Business Records Safe During Hurricane Season

June 1st – hurricane season Across the country, June is universally celebrated as the first month of summer. School is out, the weather is warm, and vacation adventures beckon. Unfortunately, in parts of the United States, June brings something that’s not so exciting: the beginning […]

Read More