Small Business Document Management

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Customizable Services for Small Business

Record Nations is your one-stop destination for all your small business document scanning and storage needs. We understand the challenges that small businesses face when it comes to managing their documents efficiently, and that’s why we’re here to help. Our comprehensive suite of services includes document scanning, off-site records storage, cloud storage, and electronic management systems, all designed to streamline your document management processes and enhance productivity.

With our nationwide network of trusted service providers, we’ll connect you with the best, most affordable solutions tailored to your specific requirements. Whether you’re looking to digitize your paper documents, free up office space with off-site storage, or ensure secure access to your electronic files, Record Nations has you covered. Experience the convenience and peace of mind that comes with our expert guidance and personalized service. Let us simplify your document management journey so you can focus on what matters most—growing your business!

We’ll assess your specific needs and connect you with the scanning and storage services that best align with your business objectives.Whether you’re based in the heart of a bustling city or a remote rural area, our extensive network of service providers spans across the US and Canada, ensuring that you have access to top-notch services no matter where you’re located. Our team of document management experts is here to guide you through every step of the process, from selecting the right services to implementation and ongoing support.

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(866) 385-3706

Services for Small Businesses

Document Scanning

Transform your small business’s paper documents into clear, consistent digital copies with our document scanning services. We’ll index and store your files for quick retrieval and easy access, helping you streamline your document management processes and improve productivity.

Large Format Scanning

Ensure your small business can access, edit, and share oversized maps, drawings, and schematics efficiently with our large format scanning services. By converting these large documents into digital format, you’ll improve accuracy, response time, and collaboration among team members.

Microfilm & Microfiche Scanning

Affordably convert microfiche and microfilm rolls into readable and searchable digital files tailored to the needs of your small business. Whether it’s 16 or 35-mm rolls, our partners accept any format, ensuring your information is easily accessible and organized digitally.

Off-Site Document Storage

Keep your small business’s physical documents safe and secure in our off-site storage facilities, equipped with climate control, on-demand retrieval services, simplified retention tracking, and 24/7 security. Free up valuable office space while ensuring the safety and accessibility of your documents.

Document Management Systems (DMS)

Take control of your small business’s information with DMS software. Gain structured organization for your digital documents, with features such as document indexing, processing, quick search, and workflow automation, empowering your small business to operate more efficiently.

Small Business Concerns We Address

Cost-Effectiveness

Small businesses often operate on tight budgets. Our network of service providers ensures that you get the most affordable document scanning and storage solutions without compromising on quality. We’ll match you with options that fit your budgetary constraints.

Space Constraints

Physical documents can quickly eat up valuable office space. With our off-site records storage services, you can free up space in your workplace while ensuring that your documents are securely stored and easily accessible whenever you need them.

Security and Compliance

Protecting sensitive business information is paramount. We work with trusted service providers who adhere to industry-standard security protocols and compliance requirements, giving you peace of mind knowing that your documents are in safe hands.

Accessibility and Organization

Locating important documents shouldn’t feel like searching for a needle in a haystack. Our document scanning services transform your paper documents into searchable digital files, making retrieval quick and effortless. Plus, our electronic storage solutions ensure that your documents are organized and accessible whenever and wherever you need them.

Scalability

As your business grows, so do your document management needs. Our flexible solutions can scale with your business, accommodating increased document volume and evolving requirements without disruption.

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(866) 385-3706

Frequently Asked Questions

What are the benefits of document scanning for my business?

Document scanning offers several benefits, including space savings, improved organization, easier access to information, enhanced security, and reduced risk of document loss or damage.

How does document scanning help with compliance for small businesses?

Document scanning ensures that your business documents are securely stored and easily retrievable, helping you meet regulatory compliance requirements. Additionally, digital files can be encrypted and access-controlled, further enhancing security and compliance.

What types of documents can be scanned for businesses?

Virtually any type of paper document can be scanned, including invoices, receipts, contracts, employee records, customer information, and more. Additionally, large format documents such as maps and blueprints can also be scanned.

What is the difference between onsite and off-site document scanning services?

Onsite document scanning involves scanning documents at your business location, while off-site scanning is performed at a service provider's facility. Off-site scanning may offer advantages such as specialized equipment, bulk scanning capabilities, and secure storage options.

Can I access my scanned documents remotely?

Yes, most document scanning and storage services provide remote access to your digitized documents through secure online portals or cloud-based storage platforms. This allows you to retrieve, view, and share documents from anywhere with an internet connection.

How much does it cost to scan 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. As a small business, it will be easier to implement day-forward scanning that will scan your documents as they're created as you grow. 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 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

Is a DMS or cloud storage better for small businesses?

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 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.

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.

What do I need to do when my documents' retention period is up?

At the end of their lifecycle, documents can be securely shredded or archived, ensuring compliance with data retention policies and preventing unnecessary clutter. If you have digital storage, you can automate retention periods that will delete your files when their retention is up. Documents in off-site storage will be shredded by your service provider through a secure shredding service.

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.

See What Our Customers Are Saying

Anthony

St. Petersburg, FL

"Called instantly after I submitted the request. Provided the information I needed and had 2 companies call me back. I appreciate the assistance of Record Nations and professionalism of Martin."

Thanapong

Oakland, CA

"Quick response, a minute after I sent my email, Yolanda called to get more details so that my orders will be fulfilled and satisfied."

Elaine

Columbia, MD

"Representative was kind and displayed great customer service! my questions were easily answered."

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.

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Fill Out a Form

(866) 385-3706