What’s the best shredding solution for government agencies?

09
Sep
2020
38 Views

As election season draws closer, governments and municipalities likely will become extremely busy – and their paper production will increase as a result. This is on top of the regular obligations related to documents, including responding to its constituents’ public information requests, preserving public records, complying with record storing regulations, and maintaining archives of maps and drawings. And if paper production is a problem before election season, it will only get worse as the year goes on. Government agencies from the county level all the way up to the federal level are often overburdened with managing and filing paperwork on top of myriad other responsibilities. Employees have had to deal with disorganized files, unnecessarily slow sharing of files between departments, and a general backlog of documents needing to be filed, scanned, or destroyed.

Oftentimes, in the aftermath of an election, municipalities or other government agencies call up Secure Records Solutions looking for a one-time shredding service to get rid of excess paper. While a one-time purge can treat the symptoms, it often fails to cure the disease long term.

Instead, Secure Records Solutions likes to truly listen to the issues facing the government agency. And chances are, it’s more than some extra boxes of paper lying around. We seek to engage with a government or municipality in a partnership. As we build this relationship, we can recommend a program in order to alleviate the overall paper problem.

For years, government agencies have trusted Secure Records Solutions to help them solve their paper problems. We have worked with government agencies at all levels, and while each engagement is tailored to solve the unique problems of that particular client, typically our comprehensive engagements include the following services: a regular shredding program, one-time purges following extremely busy seasons, offsite indexing and storage, scan on demand access when files are needed, and secure destruction after retention is met. In this case, the whole is greater than the sum of its parts in solving the paper problem for government agencies.

Things get even more complex when an electronic records system has been put into place, but it has not resolved the issue of current paper production or how to handle historic records.

Oftentimes when we evaluate the situation, we find that inventory in its current system will never go away, even with the implementation of an electronic records management tool. Without proper training, staff typically continues to rely on the old paper systems. As it relates to historic records, staff lacksdetail to make decisions or the time to go through each individual file within a box in order to properly organize. For government workers who are already overly busy, it’s a truly Sisyphean task that will breed resentment and dissatisfaction at work.

Secure Records Solutions has a team that is experts at organizing and indexing records to save time and money and keep government workers focused on serving their constituents – not their records! Typically, we find that government agencies are able to destroy between 30-40% of their records immediately. On an ongoing basis, our process automates the destruction as it meets retention. Creating a regular shred program keeps offices clear of clutter and ensures that confidential information related to the government are securely stored in our shred containers then properly destroyed using a NAID AAA certified method. And any records that require ongoing storage will be housed in our Prism Privacy + certified facility. If at any time staff needs access to one of those records, our scan on demand will deliver it within 30 minutes during regular business hours. Finally, if a large project or busy time of year fills up your regular bins faster than normal, give us a call, and we’ll schedule a special “purge” to get rid of those records fast and secure.

If a customized, comprehensive document management program sounds appealing, please contact Secure Records Solutions today. One of our team members will discuss your current situation and, if necessary, review your facility to get an accurate count of boxes in order to create a proposal. Our aim is to create a solution that cures your current problem while setting your office up for maximum success in the future.

In a time when the economy is uncertain and government budgets at all levels are being squeezed for every available dollar, an outsourced document management solution will create efficiencies with tangible results. The combination of space, time, and security will, ultimately, positively impact your bottom line.

 

 

LEAVE A COMMENT

Our Latest Consulting Insights

COVID-19 One Year Later

COVID-19 – One Year Later   Just over one year ago, we had to make drastic changes to the way we did business to accommodate what was then the “novel” coronavirus or covid-19. These days, mask wearing and temperature checks are simply part of the […]

Read More

Recycling Impact of Shredding

For What It’s Earth: The Environmental Impact of Shredding

The national theme for this past Earth Day, April 22, 2021, was “Restore Our Earth”, with a focus on natural processes, emerging green technologies, and innovative thinking that can restore the world’s ecosystems. At Secure Records Solutions, we identify with this theme as one of […]

Read More

Post Tax Day Shredding: What to Keep and What to Shred

Let’s face it: Tax season makes for one hectic time of year. Businesses across the country have to compile documents, shuffle them around, meet tight deadlines – all before paying their actual taxes! When it’s all said and done, it’s easy to want to leave […]

Read More

What does (and does not) go in the Shred Bin?

No matter what business you’re in, data security is always a primary concern. Whether you’re a medical professional recording sensitive patient information, an executive passing along the script to a confidential meeting, or administration for a law firm keeping client records away from prying eyes, […]

Read More

How many boxes of records do you REALLY have?

How many boxes do you really have? It’s probably more than you think! When we are in the discovery phase with so many of our clients, one of the first questions we ask is “how many boxes do you have?” More often than not, the real […]

Read More

4 Reasons Storing Confidential Documents in a Self-Storage Unit is Risky

If your office is overwhelmed with documents and you’re lacking storage space, you’ve likely searched the internet in desperation for file storage options. Self-storage facilities actively market to the business community touting self-storage as a secure and convenient option. But if you’re responsible for protecting […]

Read More

SRS Indexing Solution Enables Seamless Library Move

Our seamless Indexing system ensures a smooth transition for your move. Our library moving service was established when a local library needed help. They’d made the mistake of hiring a moving company that didn’t have a way of organizing the tens of thousands of materials […]

Read More

Scan Smarter: make your business more efficient in 2021

Here’s a New Year’s resolution for 2021: scan smarter! If one of your New Year’s Resolution is to reduce your paper, don’t immediately dust off the scanner as your solution. While it may seem like the easy solution, after years of helping many companies, we’ve […]

Read More