Four Red Flags It’s Time to Change Document Management Providers

25
Sep
2019
197 Views

The document management industry has undergone a transformative shift over the past decade. Today, less than 1% of industry leadership is under 40, and very few companies have proper succession planning or exit strategies in place. As a result, consolidation is occurring all across the industry as business owners look to retire. This consolidation trend can have some adverse consequences for clients whose contracts are sold. They tend to follow a pattern of dramatic rate changes and a decline in service. In particular, these clients typically see four “red flags” that serve as warning signs it’s time to seek an alternate document management solution. 

Red Flags

  1. Has your new provider raised rates multiple times over a short period of time?  If the language in your contract has changed to include exorbitant fees to leave, or you have experienced multiple rate increases in a short period of time, it may be time to find a new document management provider. Time is of the essence here, as changes take place 30 days after notice is given. If you notice this trend, read over your contract with a fine-tooth comb and ensure you know what you are signed up for – before it’s too late. 
  2. Is it hard to speak with an actual person? When problems arise, do you waste valuable time trying to get through an automated call service? Did the friendly voice on the other end of the phone get replaced with someone who only knows you as an account number in a remote location? If this is the case, it may be time to look for a local alternative for your shredding or storage needs. 
  3. Has service gone downhill? Consolidations or massive corporate roll-ups often change the culture of an organization. Everything becomes about the bottom line. Quotas and quarterly earnings must be met, and service becomes secondary, resulting in a dissatisfied staff and increased turnover. 
  4. Do you know who you’re doing business with? If you suddenly have a new contract with a new company, do your own research. Ask for client references, check on NAID and other regulatory certifications. Read reviews from both clients and staff members. 

Not all acquisitions are negative, and this trend will continue given the issues cited above. Secure Records Solutions is in the 1% of firms with leadership under the age of 40. As a local, family-owned business, we have positioned ourselves to serve our clients now and in the future. This independent business model allows us to make strategic decisions based on long-term growth instead of quarterly earnings calls. 

Instead of just asking what will be profitable in the short term, we make business decisions based on these criteria: 

The SRS Difference

  1. Can we effect positive change? At SRS, we are always improving, and we want to work with clients and other companies to create positive outcomes. If we can’t accomplish this, it’s probably not a good fit for us. 
  2. Do we bring a unique perspective? Our favorite challenges are those where we can take an old problem and solve it with new thinking. This typically results in a lower cost for our clients and greater internal efficiencies internally. 
  3. What will the end result be? When we do business with a client, we aren’t simply looking to treat symptoms; we are looking to cure the disease. We want to see a project through to the end and ensure that we’ve accomplished the goal of truly solving the problem, instead of simply selling a product or meeting a quota. 
  4. Is the solution good for everyone? When we say everyone, we mean everyone – for our clients, our company and all the employees, and for the environment. Sustainability and creating less waste are important considerations when we take on big jobs.  Ultimately, the how matters more than the what. 

If you have experienced any of these red flags and would like to explore the possibility of working with a local, family-owned business, contact us today.

LEAVE A COMMENT

Our Latest Consulting Insights

Tifton CEO: Secure Records Solutions Merges with ShredEZ

Tifton CEO recently shared a media release regarding Secure Records Solutions’ merger with ShredEZ out of Adel, Georgia: Tifton CEO reports that Secure Records Solutions (SRS) is a family owned and operated document management company headquartered in Thomasville, Georgia. The merger with ShredEZ, the first […]

Read More

Does your business violate the FACTA disposal rule?

The FACTA Disposal Rule is designed to prevent the unauthorized access to – or use of – information in a consumer report. Is your business compliant? When people think of business regulation, the Securities and Exchange Commission or HIPAA may come to mind first. But […]

Read More

EMR, Electronic Medical Record, EHR, Electronic Health Record, HIPAA, Scanning Medical Records, Thomasville, Tallahassee, Albany, Valdosta, Tifton, Dothan, Jacksonville, Atlanta, AHIMA, GHIMA, FHIMA

HomeTown Health 2019 Executive Leadership Program

Christopher P. Jones, Secure Records Solutions Partner, among 12 HomeTown Health Graduates of 2019 Executive Leadership Program Twelve individuals from Georgia rural hospitals and supporting organizations graduated from the HomeTown Health 2019 Executive Leadership Program. This group of individuals was recognized at the graduation and […]

Read More

How To Solve Your Office’s Space Issue

Does your office have a space issue? Hint: It’s actually a management issue! Recently, a potential client called me up and said they needed SRS to help them immediately. It was urgent – the practice’s office was literally running out of room. We, of course, […]

Read More

Which is the Best Shredding Solution for Your Business?

Secure Records Solutions currently offers two shredding solutions: mobile (onsite) and offsite.  Which is the best shredding solution for your business? In this blog, we detail the process for each method, and share the differences and similarities of each to help you choose which is […]

Read More

Secure Records Solutions Merges with ShredEZ of Adel, GA

As of October 2019, Secure Records Solutions has merged with ShredEZ. Secure Records Solutions is a family owned and operated document management company headquartered in Thomasville, Georgia. Founded in 2003, SRS is Southwest Georgia’s premier shredding company, known for our legendary client experience, highly accredited […]

Read More

How Can Your Office Reduce Its Paper Waste?

Did you know that the average office employee uses about 10,000 sheets of paper each year? If your office has 25 employees, that means your office goes through 250,000 pieces of paper annually.  Staggering, right?  If you use a desktop shredder and attempt to recycle […]

Read More

How Does the HIPAA Privacy Rule Apply to Paper Medical Records?

When the HIPAA Privacy Rule was established in 2003, it was intended to deal with privacy surrounding digital records; therefore, specific language surrounding the management of paper records is vague. While most practitioners are moving toward electronic records, many historical records remain in hard copy […]

Read More

phishing

Five Ways to Detect a Phishing Email Scam

Gone Phishing? It could lead to disastrous results. According to Symantec’s 2018 Internet Security Threat Report (ISTR), the average user receives 16 malicious spam emails or phishing attempts per month. Over the course of the year, that’s nearly 200 chances to accidentally give away a password, […]

Read More

scanning

What benefits does outsourced document scanning offer?

To Scan or not to scan, that is the question. For many rural hospitals, financial institutions, or businesses in highly-regulated industries, “just scan everything” is often the answer. While it’s seemingly the obvious solution, it’s never the easiest, and, in many times, it’s the most […]

Read More