Duvall Document Storage
Have you ever wondered how much time your staff spends on document storage and retrieving documents? Do you have a policy for how long you keep documents? How much time is spent, on average, looking for a specific file in your office? What does your staff do when they can’t find a file?
Record Nations Duvall will link you with document storage providers to help you design a storage process for your physical and digital files that is secure and affordable. In Washington, physicians must retain an adult patient’s medical records for at least ten (10) years from the last patient encounter. Lawyers have to keep client files for seven (7) years after termination of the representation. Some professionals choose to hold onto their files longer than the state mandates to protect themselves against lawsuits that may arise beyond the required years of retention.
All of that paper can take up a lot of office space! And remember, they’re not generating any income because they’re no longer your patients or clients.
Storage Options
After removing paper files and file cabinets away from your worksite to be held in a secure environment, you’ll be amazed at how much more usable square footage you have. Record Nations’ network partner facilities can safeguard your files in times of disaster; they’re monitored 24/7 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 away from the office, or you could still choose to keep them in your office even though they are digitized. 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 remotely, 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 or near Duvall.
- Choose your new provider and schedule when work will start to get your documents into secure storage.
