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Restore Records Management News

Document Management Companies are not all Equal

Published on 29 July 2019

Document Management Companies are not all Equal

How to pick a document management company that is going to deliver what your business needs is an issue faced by many business owners and managers.

Not every document management company you find on a Google search will have the necessary expertise and flexibility to meet your business needs for secure document storage.

There is no doubt that investing in a high-quality, well-recognised document management company is going to serve your business better than simply choosing to go with the cheapest option available.

A good document management service provider will help your business to operate more efficiently, raise your productivity and improve your bottom line. This can put your business in a much stronger position when compared to your direct competition and could make all the difference for when a customer is choosing between trusting you or your competitor with their custom and sensitive personal information.

Good reasons for finding the best document management companies

As you make plans for your business future you will need to install a sound information management system. This will include the proper collection, use and storage of sensitive and confidential information such as financial data and personal ID.

You are obligated by law to properly store and protect the information that your company gathers during the course of your business. Even when the documentation you gather is of no further use to your business, you still have a duty of care to keep files and records for auditing purposes.

This can mean a lot of businesses will start to quickly generate and build up a lot of paperwork that will need to be carefully stored away for a certain amount of time before it can be safely disposed of.

On-site paperwork storage issues

In most cases, businesses will keep their paper-based files locked away in archive files such as deep storerooms and locked filing cabinets. However, many company owners find that their business premises can become quickly overwhelmed by the build-up of their business paperwork.

Sometimes the accumulation of paper records can become so great that start to take up a lot of very valuable floor space. Many businesses pay a lot of money out in rental fees for their business premises. It can be very disheartening to know that a large chunk of your rent payments are going towards paying for the dead floor space that your filing cabinets are taking up.

Increased business insurance premiums

The main aim of an effective business manager is to make increasingly steady profits for the company, but at the same time try to find ways to minimise their business costs and overheads.

One aspect of running a business is the cost of paying out for business insurance. A necessary evil, your business insurance is essential to have in place should anything go wrong. However, as premiums keep rising each year, there are ways that you can help to keep your insurance costs down.

One way of doing this is to reduce the risks associated with the need to make an insurance claim. An insurance assessor will look at your business to estimate the risks that are present. From the information they gather they can then work out appropriate cover to meet with any disasters, such as a fire or flood occurring on your premises.

Obviously, if your business premises is actively storing a lot of paper-based records and files then your insurance premiums will be higher as a result. The best way to mitigate this is to store your archived paperwork off-site at a secure document storage facility.

Stored paper-based files are an obvious fire risk, so by moving your paper records storage off-site, you will be greatly reducing the risks of a fire outbreak from spreading and more easily engulfing your business premises.

Choose a company with focus and experience

To simply choose to move your paper-based files offsite to any old local storage facilities may seem like a quick and cheap option. However, this could severely backfire on you for a number of reasons.

Not only will you risk compromising your data security, but you could end up being in breach of your Data Protection Act compliance. Breaching your obligations under the rules of the data protection act and the updated GDPR regulation will see your company being landed with a severe penalty in the shape of a hefty fine.

A serious data breach could even result in your business being completely closed down.

By choosing a document management service provider with the most experience, such as Restore Records, you will be getting a service that is truly end-to-end.

Restore Records document management services

Complete document scanning and management is our primary focus. We have built up a very strong reputation over the years for providing our clients with high-quality document scanning, document indexing, and document management services.

We offer our complete document management services to businesses that need to keep their business documentation secure but need to free up and maximise all of the available floor space within their workplace.

Restore Records have a document management system based on the latest technology and we use cutting-edge equipment and tools to deliver an efficient and very effective management service for all of our business clients.

With our years of experience in this field, we understand how important it is for you to keep your company data safe. Your business reputation and customer trust depend on it. This is why protecting your confidential business documentation is at the heart of what we do for you – at all times!

A document management system with convenience and trust

The great thing about putting your company document management system into our safe hands is that your paperwork will never be too far away. We make it very easy for you to access your files and business records as and when you need to.

Another convenient aspect is that you don't need to lift a finger! Some document management companies will insist on you bringing your files and records to them to scan and store away. Not with Restore Records!

From our initial uplift of archive documents from your business premises to either our near or deep storage facilities, our service is designed to make everything as easy as possible for you.

Our complete digitisation process is quick and efficient. You don't need to worry about your paperwork becoming compromised. We work to a strict code of conduct while handling and processing your files and we are compliant with all security legislation around file and asset management.

Near storage facilities for active files

With 70 purpose-built secure document storage warehouses across the whole of the country, we are confident that there will be a 'near-storage' facility close to you. This means that your company files and records that are still active will remain local to you.

Should you need to access your files occasionally, it will not mean you having to travel to some remote location at the other end of the country for you to be able to do so. You will be able to easily call up your needed files and documentation either by making a quick phone call, via email for a quick response or through our online portal.

Deep storage facilities for your archived files

There are many documents that a company will possess that are of great importance or significance to the business. These can be items such as company deeds, directors wills, financial records and other information that needs to be kept on file for many years.

While it may not be necessary for anyone to access these documents regularly – or at all for many years, it is still a good idea to store these documents securely in an offsite storage facility that is designed for the protection of deep storage paperwork.

You may also want to use our deep storage facilities to hold on to your back-up tapes and computer discs that may be needed as part of your company disaster recovery plan.

Secure vault storage services

Sometimes a business can own valuables that are so rare or of high historic significance to the company that it really needs an extra layer of security and protection.

Should your business have any such items then it is worth considering having it stored away safely in Restore Records ultra-secure vault storage. It may be that you keep these items locked away on your business premises, but this doesn't mean that they will be safe from threats coming from fire outbreaks or floods from broken pipes or natural disasters.

There are sad stories to be heard from business owners where their precious items have been stolen or destroyed when suffering a break in or from an act of vandalism. While your precious items may mean very little to a criminal, losing them would be devastating for you and your company.

By placing your irreplaceable items into our secure vault storage you can be rest assured that your items will be safe and secure. This will give you great peace of mind.

Or ex-military vault storage facilities are literally carved out of stone and your items will be stored below ground level and invisible from view by drones and satellites.

Your vault storage service includes:

·         Choice of entry pads and locks

·         Complete conservation advice

·         Controlled CCTV

·         Online tracking software giving visibility from desk-to-desk to vault

·         PD5454:2012 conservation standard

·         Specialist account management

·         Specialist air handling, cutting edge desiccant technology

·         Specialist racking

·         Tracking RFID tags

Document scanning as part of your records management

With the pressure coming from the government and leading environmental organisations for businesses to 'go green' and reduce their carbon footprint and levels of waste, it makes sense to complete a digitisation programme where you electronically scan your old paperwork so you can keep digital records instead of bulky paper-based files of past business activities.

By working closely with Restore Records you can utilise the latest scanning and record organising and management technology to transform your business into a more streamlined operation.

You can trust our very stringent security measures for your document management processes, including:

·         Fully security vetted and trained staff

·         GPS-tracked vehicles to collect your document files

·         High-security access control at our storage depots

·         Fire suppressants and air and humidity control to preserve documents

We operate to BS7858:2012, BS1571:2009 and USSA Code of Practice standards.

Our document management services work on O’Neil’s and Dovetail software programs that provide you will controlled access, process efficiencies and speedy accessibility by making everything available at the touch of a button.

Environmentally friendly and secure paper disposal

There will eventually come a time in the life of your paperwork where your documents and records will no longer be of any use to your business at all. This happens with archived paperwork that has reached the end of its useful life and is no longer needed for business auditing purposes.

Rather than keep it and continue to pay out for its storage, you need to safely dispose of your old paperwork. However, this needs to be done in accordance with GDPR regulations to ensure that any confidential information contained in your paperwork doesn't fall into the wrong hands.

Even though your old redundant paperwork is of no further use to you, it may still contain very valuable information that will be useful for criminals. The data that your paperwork carries poses a risk of fraud and ID theft that you simply cannot afford to suffer with.

You can choose audited and secure paper (and other branded assets) disposal with Restore Datashred to meet with your GDPR compliance. You can find out more about Restore Datashred's secure confidential waste disposal services so you can decide which option is the best for your business.

After your paperwork has been completely destroyed you will be issued with a certificate of destruction to prove the job’s done for company auditing purposes.

If you need any further help or advice about our records management services, do not hesitate to contact our friendly team for more information.