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
Employee Spotlight: Lisa Miller, Office ManagerOn how she got the job at Record Storage Systems:I was working as Release of Information Supervisor at CMC-Main and Record Storage Systems was contracted to purge the medical records department for the three years I was there. I heard about an open position here at Record Storage Systems so I applied since it’s closer to home and I guess I made the right impression because I was hired as the Records Center Supervisor. I have since become the Office Manager. What aspect of your role as Office Manager do you enjoy the most?I enjoy the challenges and problem solving (I could be a detective), the people, and helping our customers to the best of my ability. What has been the biggest change in the document management industry you’ve seen during your time at Record Storage Systems?The use of technology and electronic records has by far been the biggest transformation within the document management industry. When I started with Record Storage Sys ...

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.1. Focus on fundamentalsAny good football coach will tell you that in order to work as a successful and cohesive team, you need to have a basic understanding of the game — a solid foundation on which to build. You may think that hard copy document storage is the only fundamental component of document management. However, as technology changes and evolves, document management becomes less black and white and more fluid. Document scanning and elec ...

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? The “paperless office” strategy is difficult to achieve, because while “going paperless” certainly has its logical benefits, the mentality of letting go can often be intimidating and overwhelming. Luckily, there are plenty of resources as your fingertips to help you figure it out. 1. Check your industry and legal requirementsEach state or industry has certain record retention requirements that professionals must adhere to in order to be in compliance with the laws and regulations that g ...

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 ...