Financial Document Scanning & Management

Converting to digital files streamlines your processes, reduces risk, and increases efficiency. You’ll have the ability to share, edit, and collaborate in a way that makes sense for your company. Instant access will speed up response times and improve productivity.

Your documents will be safer with our partners’ advanced security features. Your offsite materials are protected in the event of natural disasters with secure, climate-controlled storage. Low-tech hacking, misplaced files, and data exposure risks will be eliminated with electronic document management and storage.

Compliance and security are a top priority for the partners of Record Nations. We and our nationwide network of providers comply with all national and state regulations including the Sarbanes-Oxley Act, HIPAA, HITECH, and the Check 21 Act.

Record Nations will set you up for success with our industry-specific services and reliable document management solutions. Give us a call at (866) 385-3706 or fill out the form to receive free quotes on financial document scanning and management services. Our providers will contact you within minutes to begin your 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 give you an accurate timeline when you contact us with the details of your project.

Some common types of files your firm should scan include, but are not limited to: invoices, receipts, statements, purchase orders, account documents, loan documents, personnel files, and more.

Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

SOX mandates standard practices for financial record keeping and reporting. It requires records to be maintained accurately and retained for a mandatory 7-year period.

Check 21 allows consumers to create a digital version of a paper check for remote deposit. It does not add new retention requirements.

GLBA defines how financial institutions should handle and destroy private information. It regulates information sharing and implements security practices to protect financial data.