Records Management & Records Retention Services...
IntegBusiness
Services provides full-service staffing solutions designed to meet every need of
business records management.
Today's sophisticated GPS systems and other
technologies allow us to instantly find exact locations of objects in space,
planes in the air, and places or objects on earth. Why then is it so difficult
in many offices to instantly find file folders and records in paper filing
systems? The reality is that many office paper filing systems are out-of-control
messes. IntegBusiness Services can help your organization change that! The
quality of office paper filing systems is often a major factor in retaining
customers and keeping them satisfied--or in driving customers away in
frustration. What follows are 12 tips for keeping your files in tip-top shape.
Make a management commitment towards
state-of-the-art filing systems. Many offices struggle to get by with antique,
out-of-control, drawer-based filing systems because business owners, executives,
and managers have taken a "don't care" attitude about the condition of
paper filing systems. Change that! Make the development or renovation and
maintenance of state-of-the-art filing systems a high priority.
Designate a records manager who can develop
a basic records management program and implement a records retention schedule.
Most organizations keep way too many records way too long in paper filing
systems. As a result, employees waste time trying to find or file records. Put
someone in charge of the records, establish an appropriate records management
program, develop and implement a records retention schedule, and purge all
records that are obvious duplicate copies and that are being retained beyond
established retention times. contact us for more info.
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File
Purge IntegBusiness
Services, Inc. can help you conduct preliminary file purges by
providing dependable qualified personnel knowledgeable in all areas of records
management. The focus of a preliminary file purge is to make planned passes
through paper filing systems to methodically remove non-record items and
supplies that have been placed in file cabinets or shelves, to remove obvious
duplicate copies of records, and to accomplish general file cleanouts. No
decisions should be made about eliminating any original records at this point. A
preliminary file purge will often result in the immediate elimination of 30 to
40 percent--and sometimes more--of the contents of existing office filing
systems. Over time, it's beneficial to regularly schedule file purge days,
preferably every six months or at least annually.
Transfer files from active filing systems to inactive systems at appropriate
times. Most active filing systems contain too many records--often because
records are allowed to remain in active systems long beyond the times that
they're routinely accessed and used. It's often possible to reduce volumes of
active paper filing systems by more than 50 percent just by resolving issues of
how long the files in systems really need to be active and then taking steps to
transfer files to inactive systems as soon as realistically possible.
Indexing Properties and Retrieval
Creating property fields is the first step in preparing files for a document
management solution. IntegBusiness Services will work with your organization to
determine where users can search and sort on Windows-supported file properties
(name, modified date, file type, etc.). Using property fields in a document
management solution takes this a step further. Users create the categories of
information that are relevant to their business needs. Property fields can
contain common information such as date, document type, and author; and they can
contain very business specific data such as medical record number, patient name,
account number (hospitals), insurance carrier (doctor's office), tax year
(accounting office), graduation year (school), project name (manufacturer),
vendor (purchasing dept.), customer name (sales dept.), etc.
These fields are used in subsequent file or records retrieval when the need
to access your files arises. By entering in one or more of the property
fields, you will be able to determine the location of the file if your paper
documents are stored in boxes. If the documents have been scanned and are
stored in digital format, the property fields will allow you to retrieve your
electronic documents. contact us for more info.
Offsite Records Storage
In today's business environment, access to critical information is a competitive advantage. By outsourcing your records management and storage to IntegBusiness Services, you can realize significant benefits in the areas of utilization of resources, information control, risk management and compliance, and cost effectiveness.
Reduce Costs and Manage Growth. By simply knowing what records you have and how long you need to keep them, you can substantially reduce your records management costs and manage your records growth. IntegBusiness Services can help you develop a retention program that allows you to monitor the growth of your records and save your organization money.
Improve Access to Records. With improved access to records, you can respond more quickly to business challenges, provide better customer service and make more informed decisions. Access improves when systems and procedures are in place for filing systems, controlling the movement of records and maintaining accessible storage environments.
Reduce Risk and Ensure Compliance. IntegBusiness Services utilizes proven methodology when developing comprehensive records management and retention programs. We understand liability issues, legal matters and regulatory concerns. IntegBusiness Services designs policies, procedures and training initiatives that deliver effective legally compliant programs.
contact us for more info.
Electronic Document Conversion Services
Document Scanning and Indexing
Onsite and Offsite High-Speed Scanning, Document Preparation, Annotation, Indexing
B&W, Grayscale, and Color Documents, Medical Records, Forms, Checks,
Photographs, etc.
Numerous Indexing and Retrieval Options including Microsoft Access®, SQL Server® and Oracle®
eiStream® KoVIS™
Full line of Kodak® Micrographic and Imaging Equipment and Supplies
Data Conversion
Database, VSAM, Mainframe, Graphics, AFP, Xerox, almost ANY Format
Optical Character Recognition (OCR) services to any database format
Media Conversion
Consulting
Systems Analysis
Systems Design
Troubleshooting
Hardware and Software Installation
COLD / COM / Microfilm
Computer Output to Laser Disk or Microfiche
Source Document Filming
Before you embark on your conversion, we recommend that you ask yourself the following questions about your current record management situation - while keeping in mind your ultimate goals!
1. Do you currently have a file management policy in place?
Who is (will be) in-charge of this process?
What departments are involved in this process?
Do you currently have multiple departments accessing the same records?
What is the current (desired) Indexing system for retrieving documents?
2. How often do you retrieve documents from a file?
3. Are you looking for a standalone or networked solution?
4. How long is a file "Active" before it is purged or "Inactive?"
How often do you update an "Active" file?
How often do you update an "Inactive" file?
5. What type of documents would you like archived? (Medical Charts, Manuscripts, Maps, Letters, Legal, etc.)
6. Do you need any time for document preparation to take place? (Removing staples, Unfolding, Torn Papers, etc.)
7. What is your current retrieval resource? (Software, database, microfilm/fiche reader/printer, CD-ROM, standalone scanner/printer, none)
contact us for more info.
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