Evansville Document Storage
Do you know how much time and effort your staff spends on document storage and retrieving documents? Is there a policy for how long you keep documents? How much time is spent, on average, looking for a specific file in your office? What do you do when you can’t find a file?
Record Nations Evansville will connect you with document storage providers to help you design a storage process for your physical and digital files that is safe and cost effective. In Indiana, physicians must retain an adult patient’s medical records for at least seven years from the last date of service. Lawyers have to keep client files for five years after termination of the representation.
All of that paper can take up a lot of office space!
Storage Options
After removing paper files and file cabinets away from the workplace to be held in a secure location, you’ll be surprised at how much more space you have. Record Nations’ network partner facilities can protect your files in times of disaster; they’re monitored around the clock and have temperature controls to protect paper from degrading. You can retrieve your documents whenever you need them.
- Cloud Storage and Services
Cloud storage gives you remote access to your business records while the physical files are stored securely offsite, or you could still choose to keep them in your office. You’ll have unlimited storage capacity for digital files plus added protection including encryption and two-factor authorization.
- Document Management System Software (DMS)
Document management systems (DMS) use advanced software to automate document management. The system manages document retention schedules and organizes direct documents.
To start the storage process, you’ll need to do the following:
- Estimate how many documents are to be stored off site, including any that are oversized or have special storage requirements. Decide if you will need scanning or document destruction too.
- Call Record Nations to get free quotes on services from storage providers in Evansville.
- Choose your new provider and schedule when work will start to get your documents into secure storage.
