Strict privacy laws and an increase in identity theft cases make document shredding an important component to running a reliable and trustworthy business. Ensuring the privacy of confidential business documents is of paramount importance to your clients. Of equal importance is your compliance in practicing good records management on their behalf.
Document shredding is a very easy and secure process when compared to the damage done once your client’s information, or your own, ends up in the hands of criminals trying to commit identify theft. It only takes one piece of confidential information for a thief to learn much more about your company and to greatly affect your livelihood.
It is important to understand the life-cycle of a document to realize how significant paper shredding is to your client’s security and your own. For example, after a document is created, it is stored, retrieved, modified, shared and distributed—these actions happen over and over. Throughout the life of a single document this repeated cycle makes them prone to identity theft or landing in the hands of an unauthorized user. This is why it is important to consider digital document management options and secure shredding.
There are many security benefits to document shredding with us, such as:
- Compliance with federal and/or industry standards
- Decreased chances of identity theft or loss of confidential documents
- Knowledge of changing privacy regulations to guarantee maximum protection
- Responsible and protected service when documents are in our possession
- Less worry about document security, more focus on recovery and backup
Post taken from http://www.entrustrm.com/
The UK’s business world is experiencing rapid changes, and with these changes, business managers are realizing that they can no longer afford to stay with traditional filing systems as their competitors have started using digital systems. Latest researches in the UK have shown that electronic document management frees time, office space and increases an organization’s efficiency – when implemented properly. Bulk Document Scanning is required to effectively and efficiently utilize the document management and document retrieval system. Digitally scanned and stored documents take less space and are more stable and reliable. Bulk document scanning reduces your document scanning prices proportionally.
Traditional documents are no longer useful because
- They are hard to find
- Their content is hard to modify
- Updating the documents is hectic
- Limited document sharing
- Continuous document publishing becomes difficult
- No indication of document contents
- Higher costs for storage, copying and printing
- Expensive archiving and document maintenance
Bulk Document Scanning Advantages
- Information sharing – files can be viewed simultaneously by a number of users across multiple sites or divisions
- Improved customer service – rather than taking details and calling a customer back with answers to queries or order updates once files have been found, details can be available on screen in seconds
- Long term file preservation – historical files can be sensitive to both light and humidity. Regularly accessed files deteriorate and faxes fade. Scanned documents are preserved indefinitely.
- Storage preservation – Document scanning storage requirements are far less than traditional hard copy of documents.
- Scanning cost reduction – Bulk document scanning cost lower per document and you would actually pay a lot less as compared to what you pay for separate document scanning.
Justifying Bulk Document Scanning Prices
- Paper costs – If correspondence or invoices have to be sent by post, then automatically saving a file copy through Document Scanning will halve the paper costs. If they can be sent electronically, then paper costs are further reduced.
- Print costs – This covers both the costs associated with desktop printing and photocopying. If files can be copied electronically, then photocopiers begin to be surplus to requirements.
- Rental and maintenance costs – can be cut along with the incidentals such as toner and ink.
- Storage and retrieval costs – In this, include the liability to your business in the instance of document loss, and the time it takes staff to locate files, maintain filing systems and re-file documents once used. How much floor space could be liberated and how might you be able to streamline your workforce through bulk document scanning?
- Debtor days – Improved document movement – or workflow – means that getting accounts transactions authorized is much faster, you get your invoices out and in turn pay your own debts more quickly. Filing documents centrally gives your accounts department access to all the information they need to chase aging debts.
- Distribution – This covers the entire document posting costs. Why send by post when you can email documents much faster, more reliably and for an unnoticeable cost?
- Would you lose all of your paper documents?
- Are electronic documents that are scattered across many different workstations now useless?
- Have you lost valuable email messages?
- Where are your customer, vendor and employee records?
- What would you do?
Paper documents stored in file cabinets are susceptible to fire and flood. You cannot recover a paper document that has been destroyed by a fire or a flood. But the problem goes beyond your paper files. Electronic documents stored on hard drives on workstations and servers across your operation are equally vulnerable to catastrophic loss.
Nobody wants to think they might need to implement a disaster recovery plan, but proper planning could enable your company to survive a disaster.
What processes does your business have in place for backing up critical data? Consider where and how your paper documents are stored. Think about important electronic documents within your network. Now, lock the doors and walk away. How would your company re?establish operations? If you take that thought process and expand it and begin thinking about what you would need to resume operations then you have the beginnings of a disaster recovery plan. This paper addresses specific ways to ensure that your documents can be recovered. But keep in mind, there are many other aspects to your overall recovery plan.
Let’s tackle the issue of centralized document management first. If you currently don’t have an Electronic Document Management System (EDMS), then electronic documents are most likely not consolidated in your organization and fragile paper documents are stored on desks and in filing cabinets on?site.
By definition, EDMS is software that controls and organizes documents. This involves scanning paper documents, filing them accordingly, and making them available to view across your business. In addition to paper documents, electronic documents and email can also be stored in the EDMS. An EDMS will provide consolidation of all important documents within an organization regardless of the type of document. This consolidation creates a centralized electronic repository that not only improves operational efficiency, but also makes it possible to create and implement a successful disaster recovery plan.
Turn all of your archived paper documents into digital format saving space time and money !!!!
- Audit Trails for Compliance.
- Index Fields For searching.
- OCR for text searching across document.
- Links to outlook for sending pages or files.
- Web based retrieval from anywhere in the world.
- Can easily be upgraded to a complete document management system
Filestar Archive solution is suitable for up to 20 users.