Business Document Management
Document Management Solutions for Businesses
If you handle multiple projects and a significant amount of paperwork every day, Record Nations’ tailored business document management services can improve your workflow. One of our trusted document management providers will help you develop a more efficient document workflow regardless of the types of files you’re looking to convert, even large format files such as blueprints, drawings, and maps. A modern business document management system will help your company respond quickly to clients’ needs, collaborate on projects, and work from anywhere.
A business document management system operates in the cloud, storing all your files digitally. It provides employees secure access to files from their phone or computer, meaning they can edit and use them from wherever they are. Nearly all modern document management systems come with tailored indexing, which makes it simple to find any document, blueprint, or file you need. Gone are the days of sorting through filing cabinets. All you need to find what you’re looking for is a keyword.
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Why Choose Record Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
What is OCR?
OCR gives you the ability to search and index every aspect of your files with a quick keyword search, eliminating mistakes and improving productivity. Utilize Optical Character Recognition (OCR) and data extraction to ensure your records have accurate information and can be modified or edited quickly and easily.
Can document management systems integrate with my existing software?
Yes, many document management systems are designed to integrate seamlessly with common software applications, enhancing workflow efficiency and ensuring a smooth transition.
What happens to documents at the end of their lifecycle?
At the end of their lifecycle, documents can be securely shredded or archived, ensuring compliance with data retention policies and preventing unnecessary clutter.
How do I ensure the security of my stored digital documents?
Stored digital documents are safeguarded through encryption, user access controls, and regular security updates. Document management systems prioritize data protection to prevent unauthorized access.
What is the typical turnaround time for a project?
The timeline of your project will depend on the type of service(s) you need, the complexity, and any other special requirements. Your service provider will be able to give you a more accurate timeline when you contact us with the details of your project.
How can I protect my business documents in case of a natural disaster?
We recommend regularly backing up your digital documents to multiple locations, including offsite storage or the cloud. If you have physical documents or tapes in offsite storage, the facilities are equipped with fire-suppressant systems and climate controls so they won’t get damaged.
Is cloud storage or a DMS better for my business?
For small businesses, we recommend cloud storage as it’s an affordable and flexible option without making a significant up-front investment or losing the ability to change storage strategies if necessary. A DMS is especially useful for large-scale companies that need fast access and use. However, compare the advantages and disadvantages of both to see which one fits best to your business’s needs.
How much will it cost to scan my documents?
On average, it costs 7-12 cents per page, but it will depend on the size of your project, the complexity, add-on features, and any other special requests. When you contact us with the details of your project, our service providers will be able to give you a more accurate price quote.
What types of business documents should I scan?
Businesses can benefit from having any type of document scanned, but some examples include:
- Invoices and Receipts
- Contracts and Agreements
- Employee Records
- Customer and Client Information
- Business Correspondence
- Legal and Compliance Documents
- Financial Statements and Reports
- Marketing Materials
What types of documents should I keep in off-site storage?
You should keep any documents that you don’t need regular access to but still need to retain for legal, regulatory, or historical purposes. Some examples include:
- Legal and Regulatory Documents
- Financial Records
- Human Resources Records
- Historical Documents
- Intellectual Property
- Backup Tapes and Media
- Architectural and Engineering Plans
