Financial Document Scanning & Management

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Document Management for the Finance Sector

Financial institutions thrive on efficiency and accuracy. Scanning and management services transform your document system, increasing proficiency. Paper document management is slow, cumbersome, and limiting. With digital files, you will be able to extend your company’s reach, reduce misfilings, and find files quickly.

Converting your financial documents is safe and easy with our partners’ specialized financial scanning services. Record Nations has a nationwide network of excellent, secure scanning providers that will convert your documents into digital files. Digitized documents make it possible for your clients to virtually fill out applications, make deposits, review financial contracts, and more. Store your physical documents easily and shred unnecessary ones with the comprehensive services of our partners that handle the entire lifecycle of your files.

Combined with a customized document management system, your organization will be able to improve financial processes, stay organized, and efficiently access data to increase your success.

The Benefits of Managing Your Financial Documents With Record Nations

Improved Efficiency

Our document management services streamline the storage, retrieval, and organization of financial documents, reducing manual processes and increasing operational efficiency.

Enhanced Security

These services offer advanced security features such as encryption, access controls, and audit trails, helping financial institutions protect sensitive information and comply with regulatory requirements such as GDPR and PCI DSS.

Compliance Management

Our partners provide tools and features to assist with regulatory compliance, ensuring that financial institutions can easily track, monitor, and report document-related activities to regulatory authorities.

Disaster Recovery

Cloud-based document management solutions offer robust disaster recovery capabilities, allowing financial institutions to quickly recover and restore critical documents in the event of a natural disaster, cyberattack, or other unforeseen emergencies.

Improved Collaboration

Our services facilitate collaboration among team members by providing secure access to documents from any location, enabling seamless sharing, editing, and collaboration on financial documents and reports.

Enhanced Customer Service

By digitizing documents and automating document-related processes, financial institutions can improve customer service by providing faster access to information and more efficient handling of customer inquiries and requests.

Financial Document Management FAQs

What are some benefits of going digital in my office?

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.

How safe are my documents when stored electronically and offsite?

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.

Is compliance important to Record Nations?

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.

How can I get started?

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.

What is the typical turnaround time for a financial document management 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.

What types of financial documents should I scan to boost our efficiency?

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.

How much does scanning my financial records cost?

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.

How much does off-site storage cost?

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.

How do I need to prepare my financial documents for scanning?

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.

How should I prepare my financial documents for off-site storage?

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.

What is SOX?

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.

What is Check 21?

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

What is GLBA?

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

See What Our Customers Are Saying

Lees Summit, MO
"Record Nations help find me several business that were able to provide quotes on a job we were looking to fulfill."
Grapevine, TX
"They were very professional and answered all of our questions. Everyone that I had emailed or spoke with was very friendly"

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.