document storage, paper scanning services and electronic document imaging services for document management and storage systems in LA County, CA and Orange County, CA and San Diego County, California

Documents to be stored pass through several stages when part of a document management system.

Business records destined for an electronic records management system most often start as easily visible loose paper stored in file folders - usually within a metal file cabinet. Unsecured paper records leave your firm exposed to Federal regulations regarding privacy laws and record integrity. Not only do breaches in compliancy cause lost profits from fines and penalties, but any resulting exposure in the news media can have a negative impact on your customer relationships.

Document storage begins with professional cataloging, collating and labeling of those paper records to be scanned and imaged. By organizing your records in advance, Spectrum Information Services expedites the rapid scanning and indexing of important business records so they can be quickly retrieved by your new document management system. In addition, this advance preparation leaves physical records packaged and ready for physical storage in secure data repositories. Additionally, indexing is more accurate and your overall scanning and imaging costs are lower.

After paper records have been converted to digital format by scanning and imaging, they must be kept for a pre-defined period of time… usually 10 years, though in some cases as little as 3. Your document management system will allow you to instantly retrieve the information contained on your paper documents - but if legal or regulatory issues force the use of physical documents, it becomes important that they be retrievable from a secure physical data storage repository.

Spectrum Information Services provided our scanning and document imaging clients with access to secure document storage facilities. These facilities pass various security levels as required by our clients, the industry they are in (banking, for instance) and Federal confidentiality regulations that might touch certain classes of your business records.

For a no obligation analysis of your document storage and records management needs - contact our offices and speak to a document management consultant.