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COVID-19 Update from Record Storage Systems
Record Storage Systems, just like many of you, has been following news and updates from the Centers of Disease Control and Prevention (CDC) as well as state and local health departments regarding the Coronavirus (COVID-19). We are actively monitoring the situation in our area at this time and are making every effort to ensure the health and safety of our staff and customers is our highest priority.

How to Use Scan-On-Demand as an Alternative to Physical Record Delivery
Minimize scanning costs and enjoy prompt electronic delivery with Record Storage Systems’ Scan on Demand service that allows you to only scan the documents you need immediately while ensuring the rest of your records remain secure and accessible in our document storage facility.

Developing a Paperless Medical Practice in 2020
Although in recent years Electronic Health Record (EHR) systems have begun to replace paper documents, many medical practices still find themselves drowning in a sea of paper. Even without paper charting, doctors’ offices produce a lot of paper, and they still have to contend with years, sometimes even decades, of pre-EHR paper charts. So what should a modern medical practice do to strike the right balance between responsible, safe, and efficient document management and affordable, common-sense storage?

3 Document Management Trends to Keep Your Business Competitive in 2020
It’s a new year — and a new decade! The ever-changing records management landscape is continuously becoming more technical, advanced, and automated. How can you ensure that your organization is keeping up with document management trends in 2020? The biggest information management trends this coming year will focus on hard copy scanning and electronic records conversion, automated workflows, and record retention strategies.

Record Storage Systems Announces Investment in New Information Management Software
Record Storage Systems is pleased to announce our investment in new information management software, Total Recall ENVISION, offering notable enhancements to our records inventory management, operations and transportation, and customer service processes.

The 3 Most Important Steps for Establishing a Digital Transformation Strategy
According to a recent study conducted by the Association for Intelligent Information Management (AIIM), the amount of incoming business information is expected to grow 4.2 times the current volume by 2021. Efficiently managing this massive influx of data and adjusting your current document management processes to future trends can be challenging — that’s why it’s important to get an early start on your digital transformation strategy.

4 Advantages of Adopting an Electronic Records Management Strategy
Do you ever feel like your records management strategy is stagnant? Like your staff is spinning their wheels in order to capably manage active records and piles of paperwork? Make digital your focus by scanning and converting active business records to create a solution that empowers staff to easily manage and search for information through a secure cloud platform. Here are some of the reasons why organizations are making digital records management a priority.

Four Features of a Successful Document Shredding Service Provider
Finding a reputable document shredding service in your area is an important part of your overall document management strategy – especially for organizations that manage confidential records. Your customers and staff depend on you to destroy documents securely and ethically — that’s why you need document shredding that provides dedicated, reliable document destruction you can trust.

Employee Spotlight: Gwen Hinson, Customer Service Representative
As a Customer Service Representative at Record Storage Systems, Gwen is responsible for providing a variety of customer support services including record retrieval and delivery requests, new client onboarding assistance, and maintaining strong customer relationships. If you’re a customer, chances are you’ve had the pleasure of speaking with Gwen once or twice!

Get Your Docs in a Row
For any organization, it can be challenging to maintain the necessary documentation for audits. If you don’t have an effective document management solution in place, you’ll be scrambling to locate paper documents, electronic files, tax records, invoices, and more. The good news is, with a comprehensive document management strategy in place, preparing for an audit doesn’t have to be time consuming or stressful.

3 Reasons Law Firms Should Consider a Digital Transformation Strategy
Automated workflow solutions and digital transformation have been on the forefront of many industry leaders’ minds as going digital becomes a widely-adopted trend for many offices. A study conducted by McKinsey & Company, Competing in a Data-Driven World, found that data-driven organizations that invest in a digital strategy are 23 percent more likely to acquire new customers and six times as likely to retain current customers.

Tired of pushing paper? Here’s how to decide if going paperless is right for you
Investing in a paperless transition for your business is a big decision, but it can radically change your organization and drive growth. Ask yourself these three questions before embarking on your document scanning and electronic workflow journey.

Employee Spotlight: Jim McNeely, Operations Manager
As Operations Manager for Record Storage Systems, Jim is responsible for the overall direction and supervision of the records center, including daily document pickup and delivery, document storage, and document shredding. This is Jim’s 35th year with the company – an impressive professional milestone!

Do Your Competitors Have a Better Records Management Strategy Than You? PART 2: Automation and Document Workflow
Even the most efficient workers spend too much time performing manual, time-consuming tasks that ultimately slow down processes and leave room for human error. How much time is spent routing work to teammates or superiors and awaiting a response? Implementing document workflow software alleviates much of the burden associated with routing documents, approving requests, and managing customer files.

Employee Spotlight: Anthony Swatsworth
As Sales Associate for Record Storage Systems, Anthony works with customers to achieve their goals for a streamlined, cost-effective document management strategy. Anthony joined the company in July 2018 and is an active member of the Charlotte Chamber of Commerce and Matthews Chamber of Commerce, International Facilities Management Association (IFMA), Union County Chamber of Commerce, Charlotte Regional Commercial Board of Realtors Association (CRCBR) and more. Say hi to him if you see him out at a networking event or call him to schedule a tour of our facility!

Do Your Competitors Have a Better Records Management Strategy Than You?
Did you know that document management has a direct impact on customer acquisition and retention, efficiency and overhead costs, employee satisfaction, business security, and more? This 4-part series will help you identify areas of weakness within your current document management process and offer practical solutions that you can implement in 2019 to ensure you’re staying competitive and relevant.

The Document Retention Guide to Tax Season – What to Keep and What to Shred
Tax season can be a stressful time, especially if you’re trying to determine which documents you should keep after tax season is over and which ones you are allowed to shred. Creating a records retention schedule for your personal tax files and business documents can make preparing for taxes easier in the future and can also safeguard you from identity theft.

3 Important Document Management Statistics You Should Know
Have you ever considered the impact that paper-based processes have on productivity and budget in your organization?

5 Ways to Protect Your Organization from Identity Theft
How can you protect your organization from a data breach and ensure confidential information is secure against identity theft? Developing a records retention schedule, practicing regular document destruction, and conducting a risk management assessment can help prevent fraud and data breaches.

Three Factors That Determine the Cost of a Document Scanning Project
Are you considering converting your hard copy documents to electronic records with a document scanning service, but are unsure how much the average document scanning project costs? Document scanning prices will range depending on several factors, including the type of documents being scanned, number of images, single or double-sided, etc.

Case Study: Heavy Equipment Dealer Streamlines AP Processing Across 60+ Locations
Through a decade of impressive growth, RDO Equipment Co. has been able to hold the line on accounts payable costs while providing a high level of service across nine states using FileBound workflow automation software.

Online Customer Portal Makes Managing Documents Easier
Record Storage Systems’ client web portal gives customers the ability to manage their account in real-time, track inventory, view reports, recall records that are in storage, and more. Enjoy convenient, 24/7 access to all of your account information in one place.

The Biggest Healthcare Data Breaches of 2018 (so far)
While the healthcare industry is often targeted due to the vast amount of personal data it stores, it’s not the only industry vulnerable to a security breach. No matter the industry you’re in, whether it’s healthcare, insurance, legal, or financial, any time you possess confidential employee and customer data, you are at risk.

How to Choose the Right Document Shredding Service for Your Company
Every organization requires secure document destruction to protect confidential information from falling into the wrong hands and to ensure they’re adhering to industry compliance standards. So what should you look for when choosing a document shredding service provider in the Charlotte or surrounding area? Before you decide, it’s important to do your research and determine what document destruction service offers the most flexibility, security, and best service for your office.

3 Examples of How a Data Breach Can Impact Your Company
Information security and records management go hand in hand when it comes to protecting your organization from a costly security breach. Stay complete and avoid fines with a practical document management strategy.

Why You Should Never Keep Confidential Records in a Self-Storage Unit
The dangers of storing business records in a self-storage unit are real and can be extremely costly. No matter the size of your business, if you're storing hard copy records in a self-storage unit, you're leaving your organization exposed to data security breaches, lost or damaged client information, and increased costs. Developing a secure document retention and destruction policy in partnership with an information management company can help mitigate your risk.

Why Secure Document Shredding is Critical to Legal Compliance
If your organization has a legal department, it’s likely you’ve heard from them about the importance of securely shredding old documents. The compliance and legal ramifications of improperly disposing of old files could cost your company a lot of money — not to mention damage your reputation with the public.

Employee Spotlight: Jackie Miller, Customer Service Representative
This month's employee spotlight features, Jackie Miller, Customer Service Representative extraordinaire! Find out what her favorite part of working at Record Storage Systems is, hear the best advice she's ever been given, and learn who she'd like to have dinner with if given the chance.

4 Case Studies that Show How ECM can Improve Your AP Efficiency and Make Your Life Easier
Take a look at these AP Automation success stories using Record Storage Systems’ electronic content management software partner, FileBound.

Stay Cool Under Pressure this Summer with a Document Management Strategy
A lot is happening this month! The kids are out of school, temperatures are rising, and summer is about to officially begin. Things may be heating up outside, but you can stay cool in the office knowing that your important business documents are organized and manageable with these summer tips.

Digital Transformation: Should You Adapt Your Current Processes?
Organizations are beginning the process of converting hard copy records to digital files and leveraging electronic document management software to store records in the cloud and create a paperless office. The process can seem daunting, time consuming, and complicated – but every document management strategy needs to have an electronic records management component. How can your organization adapt to the cloud-based software trend without disrupting your current processes?

April is Records and Information Management Awareness Month
Here are six things you can start doing this month to help propel your information management strategy into the future and make managing documents easier and more efficient.

The Top 4 Benefits of Document Shredding
Traditionally, we don’t stop and think at the point of creation exactly what a record’s purpose will be throughout its lifespan, what form it will take, and where it will end up. A true lifecycle document management strategy addresses not only the creation and use of documents, but also the destruction. The point of destruction is where a secure document shredding policy can transform your current document management strategy. So what are the benefits of a secure document shredding policy?

December is National Identity Theft Awareness and Prevention Month – Is Your Organization’s Information Secure?
Did you know that there is a new identify fraud victim every two seconds? The 2017 Identity Fraud Study, released by Javelin Strategy & Research, found that $16 billion was stolen from 15.4 million U.S. consumers in 2016 — and — according to the Federal Trade Commission, identity theft has been the number one type of complaint for 15 years in a row.

Employee Spotlight: Larry Quick
My days at Record Storage Systems are filled with joy. We have an 8 a.m. meeting every morning where we review the vehicle routes and schedules for the day. I set up my route and head out for delivery. My daily route includes picking up and delivering records to our customers. Having a positive attitude toward the people I meet and greeting them with a smile is important to me — it lets them know we’re like a family. When I get back to the facility in the afternoons, I unload the van and then get to work helping out around the records center. This includes pulling orders and verifying materials that are going out for delivery the next day.

Records Management 101: The Accounts Payable & Accounts Receivable Edition
Accounting professionals have a lot on their plates and are responsible for some of their organization’s most sensitive documents. Most know that they should be moving toward a more strategic process that combines hard copy documents with electronic records and automated workflow, but they’re overwhelmed and don’t have the bandwidth to figure out how to get there.

What Are You Thankful For?
It seems hard to believe that November is already here! Soon it will be time for delicious food, family, and friends. We realize that the holidays are a time to count our blessings - so we asked Record Storage Systems employees to tell us what they're thankful for this Thanksgiving.

Arrowood Business Association Golf Tournament Recap
Record Storage Systems sponsored the Arrowood Business Association Annual Golf Tournament last month and we had a fabulous time! The theme of this year’s booth was Presidents (and candidates). We thoroughly enjoyed getting to see all of you and being part of such a fun day. We hope you enjoy these pictures from the event.

Don’t Get Spooked: Beware of These 3 Scary Information Management Scenarios
Halloween is the best time of year for spooky stories — but not when they involve your organization’s important documents, customer records, and data. Learn how to avoid these scary scenarios with a secure, comprehensive document management strategy. Document-Destroying CreaturesYou’ve run out of space for business files in your office, so what do you do? Store them in a basement, crawl space, or public storage unit? After a few months, you go to retrieve a document to be greeted by a nightmare — your records have holes, missing corners, and water damage. Basements and other dark, humid storage areas are home to mice, cockroaches, silverfish, and humidity — many of which can cause permanent damage to your documents.Instead of storing documents onsite or in public storage where they’re vulnerable to extreme damage, choose a secure, offsite, document storage facility that specializes in document preservation. Your organization will have confidence in the condition of your records — no mo ...

Employee Spotlight: Lisa Miller
Office Manager, Lisa Miller, talks about how she got the job at Record Storage Systems, what aspects of her role she enjoys most, and discusses the biggest change in the document management industry that she's seen during her time with the company.

Are you fumbling when it comes to document management?
At one point or another, we’ve all watched our favorite football team fall victim to a poorly played game. Whether it’s dropped passes, missed cues, or disheartening quarterback sacks, sometimes watching players navigate the field can feel like the frustrations we experience at work when it comes to document management. But we all love a good underdog story - which is why Record Storage Systems is here to help you overcome hurdles within your organization’s document management processes, tackle challenges head on, and ultimately emerge a winner.

Document Retention 101: Here’s How to Know What to Purge and When
Developing a practical document retention and destruction schedule is an important part of an organization’s overall document management strategy. More often than not, over the course of any business and during the progression of lifecycle document management, you will find yourself holding onto documents that have outlived their usefulness.It can be a nagging professional responsibility and a potential risk management/compliance issue – so how can you determine what should stay and what should go?

Is Paper Hurting Your Business in the Digital Age?
Is paper still dominating your daily work processes? Desk clutter, unorganized files, missing information, and security risks are just part of the struggle to manage all of that paperwork efficiently and effectively. Fact is, those frustrations you’re facing internally are impacting customer satisfaction, increasing your exposure to compliance issues, decreasing productivity, and costing you more money.A recent study found that 75.9% of businesses who still use paper-intensive processes suffered serious business risks and compliance issues as a direct result of the cumbersome paperwork. 36.2% failed to meet compliance requirements, and 24.9% lost major customers. Lifecycle document management can be an effective tool for increasing efficiency throughout an organization and moving into the digital age. But if you’re leaving out key aspects, such as document scanning, electronic document management, and workflow automation, you could be doing more harm than good. How can a paperless offi ...

The Future is Now: Adapting Your Accounts Payable Processes to Meet New Demands
Accounts Payable (AP) is a necessary and important part of any organization. In today’s competitive environment, it’s imperative that AP professionals adapt to ever-changing technological demands and customer expectations in order to remain competitive in their respective industries. Just as an athlete must train and build up their core muscles, so too must a business tune and strengthen their AP processes to ensure smooth operations, fast response times, and fewer mistakes that could cause business operations to fail. Streamlined AP processes help businesses overcome many hurdles, achieving substantial benefits that have a direct impact on the organization’s bottom-line and overall performance.AIIM Research finds that 81% of businesses feel the finance areas of AP and AR are sensible places to begin when evaluating ways to implement process improvement. Additionally, 91% feel their review and approval processes are prime candidates for assessment and improvement.*Record Storage System ...

Should you put important documents in self-storage?
Self storage units are great for storing things like furniture, lawn equipment, or toys the kids have outgrown — but what about your confidential business records and files? While it may seem like a quick and easy fix to stuff boxes of business documents in self-storage for safekeeping, in the long run, self storage units can actually cost your organization more time and money. And if you’re concerned about protecting the confidentiality of your documents and physically preserving them until they are ready to be destroyed, a self storage facility isn’t the best option. Cost and Convenience Storing business records in a self storage is costing you money and convenience — and you may not even realize it. With self-storage, you often end up paying for space you don’t use. At a secure records center, you pay only for the boxes you store. Plus, records centers are high-volume facilities where storage density is maximized, meaning you’re getting a bett ...

The Ultimate Document Management Checklist for Your Business
A comprehensive document management process enables organizations to take control of the way they manage documents and transform paper-intensive processes into turnkey, streamlined workflows that help you work smarter, not harder, while consuming less time and resources. If you’ve considered implementing a new document management strategy but want to know if it’s worth the investment, this brief self evaluation can help you assess current labor and overhead expenditures to determine bottom-line savings.Some simple yes or no questions can make all the difference: - Do more than three people in your office handle documents on a daily basis?- Does it take you longer than four minutes to locate a specific file or paper document?- Do you copy, scan, store, or file more than 10 documents per day company-wide? - Would a paperless environment enable you to manage information more efficiently?- The average security breach costs $200,000. Are you confident in the security protocols and complianc ...

3 Simple Ways to Improve Your Document Management this Month
Establishing an effective document management strategy from creation to destruction — and everything in between — is essential to not only maintaining your sanity, but also fulfilling ethical and legal requirements. But sometimes, it can be difficult to know how and where to begin — especially if your office operates in a paper-intensive environment. Your ultimate goal is to develop a document management process that reduces the amount of time and money you spend on manual processes and increases efficiency while ensuring information remains secure. If you’re struggling to find a more efficient, streamlined document management solution but don’t know where to begin, here are several steps you can take this month to get started on the road to smarter, simpler document management. 1.Take inventory of your current paperworkThe best way to begin strategizing better document management is to get organized. Take inventory of the hard copy records you currently have and determine which files ...
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