General Document Management

Why Degaussing A Computer Hard Drive May Not Be The Solution

Degaussing has been a long accepted practice to get rid of data on a hard drive before disposing of a computer.

It is said the degaussing progress erases data and leaves the data unrecoverable.

While it is definitely a good idea to get rid of data before disposing of a hard drive, one should take a couple of factors into consideration as to whether degaussing is the best solution.

1. Modern hard drives have extremely strong protection against demagnetizing.

What this means is that hard drive degaussers have to use a very strong magnetic field to degauss the hard drive. This process can potentially be dangerous to people in the vicininty (think strong magnetic fields, like an x-ray machine)

2. Degaussing leaves no physical proof that data was destroyed!

A degaussed hard drive looks exactly the same as a hard drive full of sensitive data. Even if one is working with a reputable company, there is no way of telling that the data has been wiped, unless you want to try to stick the hard drive back into a computer and reboot it.

Hard drive destruction – A safer solution?

With hard drive destruction, a big hole is punched through the center of the hard drive. This makes data unrecoverable, and gives physical, verifiable proof that the hard drive has been rendered useless.

Another option is to have the hard drives shredded.

For hard drive destruction, use the form above and request a shredding quote.

General Document Management

What is Information Science?

Studying the Properties and Processes of Information

Information science studies the properties of information – information flow, information management, information accessibility, information utility, and more. In particular, computer information science focuses on the processes of electronic information, including how to design, run, and maintain computer networks, databases, and systems which allow businesses and organizations to run more efficiently and ultimately more effectively.

Careers in the Field of Computer Information Science

All over the world, businesses and organizations are increasingly dependent on the use of computers and computer networks to operate at their max. If you have in interest in technology and computers, gaining an education in computer information science can lead to many lucrative career opportunities, including:

Computer Consultant
Systems Analyst
Computer Programmer
Computer Engineer
Information Technology (IT)
Computer Technician
Network Administrator
Earn a Degree in Information Science

Educational opportunities in this field include earning an Associate’s Degree, Bachelor’s Degree, Master’s Degree, or Doctorate Degree in computer information science. Students gain an expert and in-depth understanding of the technology behind computers, as well as hands-on knowledge of how to design, maintain, repair, adapt, and enhance computer systems.

Computer Information Science: What You Need to Know

Students studying the intricacies of this field become proficient in the following:

How to program computers
How to design computer systems
How to assess, analyze, and solve computer problems
How to create business applications to better manage company data
How to produce, install, and configure system solutions to meet the needs of diverse organizations
Operating systems maintenance and programming
Algorithm designs
Data management
Database technology
Computer languages
Software engineering
One convenient way to further your education in the realm of technology and computers is through online training, earning certificates and degrees in computer information science by taking courses offered over the Internet.

Applying Information Science to Businesses

Information science specialists are hot ticket items in today’s corporate world. Firms from every sector of society and in every industry are hiring information science professionals to help them utilize their business’s computer technology more effectively, thereby providing them with the tools they need to reach their goals. Anyone with a solid background in computer information science, especially in the area of information management, can expect to be in high demand and sought after by:

Major businesses and organizations
Government agencies
International agencies
Investment firms
Legal firms
Colleges and Universities
Telecommunication industries
Information Management

Information management is a rapidly growing arena within the greater context of information science. Competitive businesses and organizations recognize the benefits of modernizing their organizational processes via the strategic use of information-related technologies. To this end, they are investing in information management software and services in order to ameliorate and customize their handling of essential company data, such as:
Document conversion
Information storage
Information retrieval
Information dissemination
Data security
Data retention and disposal

General Document Management

What is Online Document Storage?

Backup Your Files with Online Document Storage

Online document storage, also known as online file storage, provides a reliable, advanced means of backing up your important documents. This mode of file backup goes well beyond the standard methods, such as external hard drives, CDs, and USB drives. With information technology continuing to expand and improve, you don’t want your company to be left behind. Investing in online file storage ensures that your business will be more efficient, more effective, and remain on the cutting edge

What Makes Online Document Storage a Cut Above the Rest?
One of the advantages of an online system is its automated feature. Instead of having to save each individual file separately, a “routine” is set up wherein users have their files backed up automatically. This process is not only time saving, but guarantees the safe storage of all your important documents.

By far the greatest advantage offered by online file storage is document backup on a remote, off-site server, rather than where the document originated. This means is that in the event of breach, theft, system crash, or natural disaster, you can rest assured that your backed up files are safe somewhere else. Otherwise, in an emergency situation you run the risk of losing both your originals and your backups with little or no chance of recovering them. Moreover, you won’t lose days or significant downtime due to data loss since recovery can be completed within hours.

And the news gets even better since at any time and from any computer, you can retrieve your files through your server. And given the competitive nature of the business, the costs of paying for an online storage provider have gone down significantly. Instead of spending your hard-earned dollars on new hard-drive devices, for a monthly fee you can hire a service provider who will take care of your all document storage and security needs for you.

Superior Encryption of Confidential Files

If you work in an industry where storing highly confidential information is imperative, online file storage offer the ideal solution. Conventional modes of file backup are vulnerable to security breaches and can be easily accessed by anyone. With the advanced technology of online file storage, your documents are encrypted such that only individuals with the proper login details and passwords can gain access to the system.

How Can Your Business Benefit From Online Document Storage? Here is a summary of the ways your organization can reap the rewards of online document storage:
Remote (off-site) backup of all documents
Automated backup of files
Sophisticated security system
Data protection from viruses and hackers
Files can be accessed from several locations/networks
Strong encryption protocol allowing access only to authorized users
Easy document retrieval
Recovery capabilities in the face system crashes or natural disaster
Safest storage of confidential and sensitive data
Reduced costs for backup hardware
Reduced file storage costs

General Document Management

What is Document Management Useful For?

Data Management Technology Sweeps the Nation

“What is document management useful for?” and “How can document management help me?” are the questions running through the minds of millions today as the buzz about document management technology sweeps the nation. No matter what industry you work in or what sector of society you represent, document management will most assuredly help you run a more efficient, effective, and profitable business or organization.

Buried Under Paper Work? Drowning in a Sea of Information?

Whether you work from your home office, run a major corporation, or own a small- to medium-sized business, the volume of paper-based documents and online data you deal with grows on a daily basis. Yet the fact is that few people have the time, knowledge, and expertise required to effectively and efficiently deal with the myriads of transactions and communications it takes to run a smooth operation these days. In this modern “age of information,” document management is not only complicated but is downright confusing.

Document Management Solutions: Help is Here!

The good news is that data management services have arrived on the scene to help you and your business in more ways than you can possibly imagine. As the technology behind the handling of information continues to grow and advance, so too do the number of ways in which you can benefit from using professional document management software in your daily dealings.

Who Can Benefit from Document Management?

Here are some of the people and industries already reaping the rewards of adopting an automated document management system (DMS):

Home Office Workers
Small- to Medium-sized Business Owners
Major Corporations
Government Agencies
Medical Facilities
Health Care Clinics
Legal Firms
Telecommunication Services
Financial Consultants
Real Estate Agents
Teachers and Educators
Inventory Specialists
In short, anyone who wants to apply cutting-edge technology to ensure the long-term success of their business can benefit from document and data automation.

What is Document Management Useful For?

Comprehensive document management entails the following:

Document Scanning (Conversion of hard-copy documents to electronic format)
Document Imaging
Digital Document Storage
Automated Indexing and Search System
Document Security (including password protection, who can access what information and when, and more)
Data Backup
Automated adherence to Industry Regulated Standards
Customized Streamlining of your company’s documents
File Transfer Options
Document Sharing (Regulations and protocols information sharing within and between departments)
Quick and Easy Document Retrieval (instant information availability)
Updated Content and Database of Information
Date Retention
Document Shredding/Destruction
Disaster Recovery Solutions
Data Management Benefits

Efficient data management systems ensure the following results:

Reduced paper clutter
Vastly improved information system
Document control
Solution for small physical storage space
Organized, integrated archive of documents
Electronic versions of handwritten and text materials
Archiving of paper and electronic documents in a single system (Word documents, faxes, letters, emails)
Reduced worker overload
Reduced document losses/misfiling
Saving in time and costs
Updated records
Streamlined documentation tasks
Better workflow
Network-wide synchronization of document policies and procedures
Compliance with industry regulations
Greater customer satisfaction
Improved productivity
Increased profit
In summary, investing in a document management tool will help you run a more streamlined, more efficient, and more productive business or organization – enabling you to gain an edge on the competition.
For the best quotes on data management services, fill out the form above.

General Document Management

What is Data Management?

Your Ultimate Business Solution for “Information Overload”

If you are starting to feel the effects of “information overload” in your work, you are not alone. Perhaps it’s the pile of papers on your desk that keeps growing, cluttering both your mind and your office. Perhaps it’s the number of online documents, folders, and files you are trying to organize and keep track of that seems to be getting out of control.

The fact is that as the volume of hard-copy and online data people deal with each day continues to increase, so too does the demand for a comprehensive system that will manage and govern all this information. Data management software has been specifically devised to meet these needs and the needs of businesses, managers, and administrators.

There are countless transactional operations and processes that form the backbone of any successful business or organization. As such, the management of information is not only an asset but a vital business strategy.

How Data Management Technology Can Help You

Data management technology has a proven track record for helping private and public businesses and corporations in the following areas:

  • Data scanning
  • Data conversion
  • Master database linking and synchronizing all company information
  • Data security
  • Data storage
  • Data backup
  • Data distribution
  • Inter-department handling of data (data exchange)
  • Across-company data uniformity and integration (data sharing)
  • Enhanced communication
  • Smoother workflow
  • Information tracking
  • Data analysis
  • Quality control
  • Improved customer relations
  • Customer satisfaction
  • Increased profits
  • Data Management: Handling All Types of Information

Every company, business, and organization – big or small, private or public – handles data on a daily basis. In all instances, data must be collected, organized, classified, and stored. Later on this data must be accessed, retrieved, and shared between co-workers, managers, customers, or business partners. Finally, data must be secured, backed up, retained, and ultimately destroyed.
As the amount of information increases, managing data has become a challenging and time-consuming task. On top of this, in many industries there is a growing demand for accurate reporting and compliance with rules and regulations concerning the proper handling of confidential and other sensitive data.

Here are some of the many types of data – paper-based or electronic versions – dealt with in various sectors today:

  • Patient Health Records
  • Client Financial Records
  • Confidential Credit Card Information
  • Customer/Consumer Personal Information
  • Word Documents
  • Files and Folders
  • Video
  • Graphics
  • Correspondences (Letters and Emails)
  • Purchase Orders
  • Invoices
  • Financial Statements
  • Contracts
  • Legal Documents
  • Protect Your Data from Emergency Situations

The best data management systems not only provide safe and long-term storage of your valuable files and folders, but they are designed to protect your data in the event of an emergency. Some unforeseen yet potentially catastrophic events include: human error (i.e. loss of information due to poor workflow between multiple users), computer system crashes, unauthorized access to information, power outages, floods, and other natural disasters.

Stay Cutting Edge in Today’s “Age of Information”

In summary, date management is no longer an option in today’s “Age of Information.” Rather, an advanced data management system capable of governing, synchronizing, storing, and protecting information is an essential element of any business or organization wanting to stay on the cutting edge of their industry.

For quotes on the best data management system for your business, fill out the form above.

Document Scanning & Imaging

Document Imaging Services

Document imaging is becoming more and more important in today’s increasingly digital world. Professional, high tech document imaging services are helping businesses everywhere to gain advantages in business.

A Few Benefits of Document Imaging Services:

  • Document imaging provides a secure solution for extended storage of data.
  • Less expensive storage: Storing data in digital form may only cost a fraction of the price of storing paper records and take up much less space.
  • Easy recovery of data: With built in retrieval functionality, such as meta data tags and indexing of digital content, finding the data you need is as easy as using a search engine.
  • Better office workflow: Create a more organized and more economical workplace by simplifying the workflow process – which also leads to increased revenues and more satisfied customers.
  • Stay Competitive: Other companies are using imaging services – Don’t get left behind!

    Use our quotes form today to get the best deal on document imaging services today!

General Document Management

What is Document Workflow?

Document workflow in the business world refers to the flow of documents between members of an organization, both within and across departments. Workflow also refers to the set of procedures, rules, and protocols by which information is handled on a day-to-day basis, as well as the management of all the tasks assigned to employees. In essence, you could say that workflow is what makes your business tick and hopefully become successful

Workflow Software for Smooth Operation of Your Firm

No matter what size your business is, there are reports, records, daily tasks, monthly projects, and annual goals and deadlines that you are trying to meet, complete, and achieve. Workflow software will help you stay on top of all of this anymore by providing an automated system tailor-made to meet the needs of your specific business or workplace. Some of the procedures workflow tools can help you regulate include the setting up of new accounts, login protocols, invoicing and time sheet procedures, issuing status and progress reports, and much more.

Workflow Tracking Tools: Helping Your Company Stay on the Right Side of the Track!

Workflow tracking tools are among the best modern-day solutions for managing and organizing the multiple tasks that typically go into a busy workday. Not only will an automated workflow application assign the right tasks to the right people, but it can simplify a complicated working environment, laying down the foundation for its ultimate success.

It is said that some of the operational payoffs provided by workflow software include streamlined operations, efficiently run offices, productive use of time, and lowered manpower expenses.

The Advantages of Workflow Software Automation for Your Firm

Here are some of many ways workflow software automation can benefit your organization:

  • Eliminates workplace clutter, confusion, and disorganization
  • Organizes your database of files and information
  • Smooth, synchronized, and refined daily operations
  • Provides real-time, updated information
  • Tracking of company wide to-do tasks and assignments
  • Helps employees manage multiple tasks
  • Employees know exactly what tasks are assigned to them
  • Assists employees in meeting deadlines
  • Priorities are clearly marked
  • Sharing of vital information throughout the company
  • Improves communications
  • Allows managers to track worker progress
  • Reporting capabilities
  • Employees fully informed and updated regarding organization-wide procedures, protocols, and regulations
  • Maximizes worker efficiency and productivity
  • Minimizes complications arising when employees work from off-site locations
  • Identifies problems and helps resolve issues
  • Contributes to a calmer, less frenzied workplace environment

Raise the bar and the bottom line of your company today by investing in automated workflow tools. The payoffs are sure to be astounding!

Document Storage

Document Storage Services

Document storage services can help businesses and organizations in many ways.

While certain companies may be allowed to simply use a document destruction service to get rid of files that are taking up precious office space, many organizations will require secure document storage services to keep information for reference.

In some business sectors, document storage is required… and there are specific guidelines for each industry and location that have to be followed in order to meet compliance requirements.

Since paperwork accumulates rapidly and takes up office space and gets in the way, many organizations are using off site document storage services to store their important documents.

If your organization is looking for the newest document storage solutions, use our document storage quotes form above to get competitive quotes and find the best service in your area.

Document Scanning & Imaging

Professional Document Scanning Services

Document scanning services are can help you for any size project.

Whether you have just a few boxes of documents or 10’s of thousands of pages of records stacked up, professional scanners with new technology can scan in over 500,000 pages per day. They can also help you to assign meta-data to the documents, so that the documents become searchable within the browser interface of a document management system.

A professional scanning company can help to collect and organize your documents, scan them to digital copies, and deliver in a matter of days.

The benefits of using a scanning company can be tremendous for business organization. Scanning can help to increase profits and also help to comply with legal requirements

Scanning documents provides archived copies of paper documents which can be easily searched using keywords.

Document scanning can add office space by condensing 100’s of boxes of documents into digital format.

Scanned documents can help to increase customer service by protecting consumer data in an organized way and allowing staff quick access to documents.

Document imaging helps recycle by eliminating bulk paper.

Digital imaging can increase employee productivity through better workflow.

Scanning services help companies comply with laws about document retention and destruction

Scanned copies of documents can be invaluable in case of damage or disaster

To get multiple price quotes for document scanning services, fill out the quote form above.

Document Shredding

What is Document Storage?

Three Basic Types of Document Storage

Document storage in the world of businesses and organizations can be divided into three categories:
On-site storage of paper records (hard copies)
Off-site storage of paper records (hard copies)
Digital document storage (electronically stored data)
A closer look at each type of document storage will reveal its pros, cons, and implications for the operation of your private or corporate business or organization.

Onsite Document Storage of Paper Records

While much progress has been made toward the achievement of the eco-friendly paperless office, the fact remains that a large percentage of business information, transactions, and communications still exist in paper or hard-copy format. This means a multitude of paper files that need to be managed and organized so that they can be easily found and retrieved as needed.

While some organizations may have the liberty of discarding old files that are taking up office space and causing clutter, most workplaces require the safe and secure storage of information for future reference. Moreover, document storage is mandatory in certain sectors, such as the legal, financial, and medical/health arenas.

Agencies in these sectors are required by law to keep records for a set period of time (specific to each industry), as well as to safely and securely dispose of them (via secure document shredding) after the retention period expires.

Since it doesn’t take long to amass mounds of historical records and piles of paperwork which take up precious space in the workplace, many organizations are turning to offsite locations to store their documents and essential data. While paying rental fees for a storage facility may be costly, the payoffs are innumerable.

Offsite Document Storage of Paper Records

If your organization has too many hard-copy files to manage and handle efficiently – whether they be receipts, invoices, purchase orders, customer files, manuals, contracts, or other types of paper materials – and insufficient space for bulky filing cabinets and storage boxes, off-site document storage of paper records is an excellent and business-savvy option.

Fortunately, to meet the growing demands for remote storage of records, numerous companies specializing specifically in document storage have emerged. Here are some of ways your organization can benefit from outsourcing your storage requirements to the professionals:

  • One-stop solution to keeping your archived data in a single, secure, and accessible area
  • Document storage facilities are designed to provide an optimum environment for the long-term maintenance of paper materials (i.e., ideal temperatures, protection from the elements)
  • Document storage warehouses are monitored round the clock by security surveillance or a security team, ensuring the safety of your documents
  • Document storage companies will collect your files/boxes from your workplace and promptly retrieve/return them to you upon request
  • All files are indexed and placed in numbered boxes, making them easy for the storage provider to access or for you to collect in person
  • Technologically advanced storage facilities record the precise location of your files within the warehouse on their computer, facilitating instant retrieval
  • Most document storage companies offer secure shredding services once the document retention period has expired and files are no longer needed
  • Document storage specialists are increasingly offering document scanning services and the digitizing of your hard-copy data for electronic storage

    Digital Document Storage

Digital document storage represents the way of the future in information management across the spectrum of industries. Scanning machines are used to transform hard-copy documents of all kinds into electronic versions (digital format). These converted files and documents are then easily stored on your computer or a CD for easy access and retrieval – and most importantly, for the secure and long-term maintenance of records.

Advantages of Digitally Stored Information

Advantages of digitally storing your firm’s documents include:

Once your files have been scanned and saved on your hard drive, a disk, or online, they exist in a searchable format by keywords
Electronic data is easy to back up, providing protection and easy retrieval in case of natural disaster, theft, loss, or computer damage
Reduced expenses for physical storage facilities
Allows for easy sharing of documents between and within departments
Ease of access to archived data leads to savings in time and money, improved work flow, increased productivity, and enhanced customer satisfaction
For best quotes on document storage services, as well as document scanning and document shredding services, fill out the form provided above.