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Q1: What is document management?
A1: The idea of how an off-site document storage facility used to work was simple. Before the advent of digital storage, filing & retrieval
systems the process was as simple as pick up, package and file away. Now, document storage facilities have become larger and more complex, segueing
into businesses that offer a wide-range of document related services. This shift in the business has lead to a change in title as well.
When searching for a document storage facility, nine times out of ten you will find "document management centers." But what does this mean? Essentially,
a document management center offers safe and secure storage of your files and documents, as well as new services unheard of before the advent of sophisticated
industry technology. For example, many facilities now scan and barcode all documents entering their storage centers. Once that is completed, documents you need
back at the office can not only be recalled quickly, but they can also be delivered to you digitally.
Q2: Why should my company invest in a document management program?
A2: In a business world dominated by concepts like the paperless office, spending extra company funds to provide off-site document management may seem excessive.
However, day to day life in the average American office still produces more than enough paperwork and hard copies to make document management a viable option.
Below are a few recent statistics about the average American office which speak volumes about how important safe and secure document storage is.
1. The average American executive wastes approximately six weeks a year searching for misplaced paperwork and files.
2. 80 % of filed papers are never referenced again, and 50% are duplicates of expired information.
3. Despite the common belief that the office is close to going 100 % paperless, 80% - 90% of all information in the average American office is still maintained on paper.
4. Introducing email into an office actually increases paper printing by up to 40 %.
5. Consistently over the past 20 years, paperwork management ranks as the number one time-waster in corporate office surveys.
Q3: What is "Online Document Storage?"
A3: One of the recent trends in document management is online document storage. These services and programs offer some of the benefits of traditional document
storage centers, minus several that are crucial to most businesses. Although employing an online storage service or particular software that organizes and backlogs
your files can be helpful, these programs still do not eliminate the problem of the massive amounts of hard copies most businesses still produce on a day to day basis.
One may consider using an online document storage program in conjunction with a more traditional storage center, but using a storage facility that offers scanning
services and digital delivery effectively cuts out the need for both.
Q4: What type of technology does GRM use?
A4: Since our inception, GRM has employed 100% use of barcode technology. Each storage container and shelf location is assigned a discrete barcode number, assuring
100% accurate tracking and monitoring. Online document imaging services, including complete database capabilities afforded by our web-based eAccess inventory control
and order request application, are user friendly and give access to a multitude of useful standard and customized activity reports.
All records center personnel are equipped with laser scanners. Similarly, each GRM driver is outfitted with a laser scanner and portable printer to output scanner-validated
receipts. Plus, he carries a wireless radio to maintain contact with the Dispatching Group. All deliveries and pickups are monitored in real time via Digital Dispatch,
GRM's proprietary, real-time fleet management and performance software. Overseeing all of GRM's scanning and document management technology is full-time, in-house IT
Group including Application Developers, Systems Engineers and Telecommunications Specialists.
Q5: How do you protect my documents?
A5: GRM's data vaults are built to meet the strict fire resistant construction standards of the American National Standards Institute and the National Fire Protection
Association. The environment, which is designed to preserve and protect data, video and audio tapes and film, is equipped with an independent HVAC system and
computer-monitored to maintain consistent room humidity and temperature control. Biometric fingerprint access, motion intrusion alarm, CCTV and an FM-200 fire
suppression system offer state-of-the-art security and protection. |
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