Gilmore Blog https://www.gilmoreservices.com/blog

I recently finished watching Marvel’s “The Flash” on Netflix. For anyone who doesn't know the basis of the story, it begins with a man-turned-superhero who receives the power of super speed after a freak lightning strike.  

It’s crazy to think of a supernatural human who can accomplish tasks in the blink of an eye. Just think, if you had these powers, everyday records management assignments could be completed well before lunch. Imagine all of the time that would be available to channel toward more demanding job responsibilities.

When combining the responsibilities of managing records with a fast-paced work setting, keeping up can be difficult for business owners or office managers.

Hybrid document management plans, where certain records are being stored either physically or electronically, are becoming part of the norm as the role of technology grows in office environments. With more businesses relying on digital document management, it’s important to stay up-to-date on the best ways to maintain electronic records. 

Depending on the industry, the possibility of litigation can be a major threat in the back of a business owner's mind, and it’s not always possible to completely avoid difficult legal situations.

With another year almost over, it’s time to make those New Year's resolutions again. We're not talking about your typical personal resolutions, but instead, we mean your business records management resolutions. Methods of handling records are constantly changing to better protect your sensitive information. Now is the time to get serious about records management for your company and know what big movements to look out for in 2016.

Going paperless does not necessarily mean completely eliminating the use of paper. It sounds a bit backwards, right? Instead, document scanning is an option that can allow you to expand the use of individual documents simply by converting them into digital files. Imagine high priority documents that, instead of being passed around, can be easily accessed by a computer.

With technology becoming more prevalent in professional environments, now is the perfect time to understand how to leverage the benefits of document scanning.

2015 is quickly winding down. As you look back over the past year, are you confident that your business records management program was as effective as possible?

If you’re part of a busy medical practice, handling sensitive paper records can be a time-consuming and arduous aspect of the job. Because there's so much paperwork required for every part of the business, from insurance documents, to patient files, to prescription records, to invoicing, and more, keeping up with it all can be a full-time job in and of itself.

It’s hard to believe that the holiday season is already upon us. The leaves are slowly changing color, the autumn air is filled with the scent of pumpkin and pine, and Christmas lights are already beginning to make their debut.

If you’re in charge of records management at a law firm, there's no doubt the role can be demanding, and at times, stressful. After all, who knows better what kind of legal issues can result from poor document management than someone working at a law firm?

Today, office managers are constantly researching the best processes and technologies to better develop and improve business practices. The days of tolerating disorganized and overflowing filing cabinets are over.

And many businesses are moving on from outdated methods of in-house records storage. That's where document scanning comes in as a helpful solution for companies interested in maintaining organized, secure and readily accessible records.

Running a successful business is a lot like juggling. You need to keep a lot of different things in the air at the same time, which means you’re in constant motion. Sometimes, to save the majority of these items, you need to let one or two drop.

If you've ever invested hours into putting together a jigsaw puzzle, then you know or can imagine the frustration that comes from finding that a piece is missing.

Not only does it leave a glaring hole in the finished product, but it prevents you from seeing the full picture and it robs you of the satisfaction that comes from finishing the job right.

It should come as no surprise how quickly paper accumulates in an office environment. Businesses handle hard copies of contracts, invoices, billing, and other sensitive information daily. These documents can be easily accessible in-house in a conveniently located filing cabinet. But the reality of storing every single document at one location is nearly impossible.

As business owners, records managers, or the people fostering startups, there can be a lot on your plate to keep track of every detail that might affect your business. Something has to give. When it comes to records management, it can be a complicated issue. When government regulations come into the mix, the waters get even muddier. Most business professionals don’t have time to stop and worry about it.

All components of a machine must be in working condition in order to deliver maximum results. For example, a vehicle cannot run efficiently if it is not properly taken care of. The car requires gas, routine maintenance, and a regular oil change. The process of maintaining business records is similar to keeping a machine running smoothly.

Just like the materials we use to create vehicles today have become more economical and efficient, so have records management processes, and the old-fashion days of searching for boxes for a single hard copy document are over.

It has become common practice for office environments to use secure shredding bins.

High tech equipment can be relatively inexpensive these days, and far more people know how to use it than did just a few years ago. That’s why identity theft and many other types of privacy crimes have become so commonplace: the information is widely available and some security measures aren’t consistently up to the task of keeping sensitive information safe.

With regulations constantly changing, technology always evolving, and criminals working harder than ever to get a hold of sensitive information, deciding whether to store or destroy your business documents can be confusing, even stressful. What needs to be saved? What needs to be destroyed? How? When? Where?

Running a business fairly and ethically can be a real challenge in an unpredictable and competitive marketplace. Walking the tightrope between legal and illegal practices can make the job far more stressful.

Many records management companies tout the benefits of professional document management including offsite document storage and destruction services. One of the key benefits is the fact that customers' sensitive information is guaranteed to be safe and secure in their hands. 

There are rules for running a business. Just like in any sport, each player has a position they are in charge of, but still rely on the assistance of their teammates to complete a play.

Every business manages documents, whether it's medical files or financial records. Of course, some industries deal with more information than others. Take the medical field, for example. Hospitals are usually high-traffic environments, generating a lot of documents. For a successful system, it is mandatory to keep a paper trail, or some form of electronic documentation.

Many business look to secure document shredding to stay compliant with current records laws and regulations. While document destruction is necessary, records management compliance involves more than just making sure your business records are properly destroyed.

In fact, there are helpful questions to ask yourself to ensure your records management system is fully compliant. As you go through the list, be sure to answer the questions as accurately as possible to keep your business on the right track.

A college graduate can face difficulties while entering the business world. The whole journey is fun, frustrating, interesting, and sometimes stressful. Overall it's a huge learning experience. As young adults dabble and transition between jobs in various industries, they are introduced to the fundamentals of each job and learn how different businesses function. 

Document imaging, the process of converting a hard-copy document into an electronic file that can be accessed from a computer, server or the cloud, can help keep business information streamlined and organized. In many work environments that rely heavily on paper-based documents, a huge portion of time spent is dedicated to searching for and filing information.

Running a business means keeping up with all of the details both inside and outside the office. There are prospects to attract, customers to service, invoices to collect, while simultaneously keeping an eye on personnel issues, inventory, and daily operations. 

Time is one of the most valuable resources available to any business. No matter what you do to manage it, it always seems like there’s not enough.

One tip that a lot of companies overlook when it comes to saving and managing time is taking advantage of high-quality and dependable document imaging services as part of their records management system.