Gilmore Blog https://www.gilmoreservices.com/blog/topic/records-storage

There is a common misconception that document storage is mainly applicable to large corporate businesses with a lot of sensitive information like medical practices, accounting companies or law firms.

Though these organizations do collect important personal information and have strict regulations for managing documents, the value of document storage should not be lost on small businesses. You might not run a large corporation, but you do handle handle secure information, for yourself and your customers, on a daily basis.

Businesses and homeowners know that disasters are a part of life, yet many of us still lack the proper planning to protect our sensitive documents. Like any tragic event, it’s easier to adopt an out-of-sight, out-of-mind attitude than face the possibility of a disaster affecting your home or business.

With around 30 million small businesses in the United States, there is a huge need for businesses to remain compliant and organized. Many small businesses know what it means to budget wisely, especially in the early stages of the business.

Often without excess funds, small businesses today must operate most efficiently while saving money. One simple way to relieve a common burden is by working with a professional records management company. Here are some ways small businesses can improve efficiency and save money with professional document management.

There are many reasons businesses seek out professional records management services. Whether your company is growing, your office space is becoming cluttered or you need assistance staying compliant with laws and regulations, a qualified records management company can help customize a plan of action for managing your business’s information.

To find out if your business is ready to outsource document storage services, pay attention to these five signs it’s time for professional records management.

Document storage and management can be challenging to carry out in any industry. When it comes to healthcare, information management is particularly complex. Because strict guidelines associated with laws like HIPAA carry high penalties for violations and noncompliance (in some cases over 1 million dollars in fines), document management systems must balance between being secure and accessible at the same time.

When a medical practice closes or a physician retires, one of the most important things to address is patient medical records. We recently covered the first steps to take when facing a medical practice closure, like the importance of safeguarding confidential information. After taking inventory of medical records and contacting a document storage company, take these next steps to carry out a medical practice closure to protect patient files and stay in line with regulations.

The idea of a paperless office is alluring. A solution that cuts down on clutter, streamlines information and reduces waste is a dream for many businesses.

If your organization is like many others, paper has had an important role so far. Making the switch to a mostly paperless office can be a big transition that can take time.

Records management has traditionally been important to organizations needing to keep records organized and secure throughout their life cycle. Many people associate records management with storing, archiving, tracking or destroying records. Today, records management companies are ever-evolving as they adapt to new technological trends. Now, records management companies are going beyond creating retention schedules by adding privacy and security policies in addition to overseeing traditional records operations.

The role of records management is extremely important to businesses. Ultimately, companies are built on paperwork like contracts, certifications, tax information and employment records.

For businesses looking to safeguard and organize their information, many seek out a professional records management company. For comprehensive care over the lifespan of your documents, records management companies should offer several different tools to organize, store and destroy business documents.

Medical practices house some of the most important information that exists. Patient medical records and important business documents are necessary components of a medical practice.

Family physicians, dentists and psychiatrists all must follow guidelines and laws to remain compliant with confidential records at their medical practice.

With all of this information at stake, what happens when a medical practice closes? Whether a doctor is retiring, the office is moving to a new location or the practice is closing, practice managers and physicians must take important steps to make sure they are properly handling documents and records. Here are the first steps to take to prepare important records for a medical practice closure.

A major section of the legal industry relies on the ability to readily reference information. Cases, rulings, industry literature, files and other archives are all essential to law firms.

Because law firms have such a strong tie to accessing information, hard copy and digital documents are essential to their functionality. Firms must be able to access sensitive, lengthy files quickly in an organized way.

If you haven’t heard by now, Elton John is coming to the Pensacola Bay Center this weekend. As a professional document storage and management company, we were floored to learn that the Rocket Man has sold over 300 million records. So we put our own Records Man Tom Biggs to the test to calculate how many storage boxes that would take. 

Have you noticed that your office is slowly becoming more cluttered with boxes or stacks of documents? As your business grows, a filing cabinet is often not enough to contain all of your important records. Rather than stacking boxes aside in your office where they could be misplaced or damaged, it might be time to reduce the clutter and consider offsite document storage.

Depending on the industry, every business must be aware of its strengths and the ways it can best serve its customers. At Gilmore Services, we stay in-tune with the records management industry to offer our customers more than document storage and shredding. Because we began as a residential moving company almost 60 years ago, our experience in the details of moving has carried over as an asset to our other departments.

Managing records is one way a business owner or office manager keeps information secure, an office organized, and the company compliant with laws and regulations. Such an important part of running a business shouldn’t be overlooked, and a records management company can make sure your essential information is secure and organized.

So, do your documents need to be digitally scanned or physically stored? The choice depends on your business needs. 

Most businesses understand the importance of records management. Filing important documents and storing records keeps your work environment flowing well. But when left unchecked, records management practices can become outdated, resulting in a number of cluttered, unorganized boxes crowding your office. Document scanning services can get your business back on track and secure important information. Take a look at how you will know when its time to scan your documents, vs. keeping them in storage.

For many small business owners, documents contain vital company information. Boxes comprised of contracts, employee records, taxes, receipts, manuals and other important information are essential to the legacy, compliance and history of an organization.

Storing records in your office or at a self-storage unit could put sensitive and confidential information at risk. In fact, improper document storage could be more damaging to a small business in the event of a loss or a breach.

A small business owner may not be financially prepared to recover from a loss caused by a disaster like a flood or fire or from a breach like a disgruntled employee who gains access to records.

This New Year, Gilmore Services celebrates over 58 years of being trusted by thousands of organizations who choose to use our moving and storage facilities, our shredding services and our imaging and records management services. We have enjoyed this good fortune only because of our proud history and philosophy of commitment to the highest levels of integrity and customer service. That promise of trust, care and concern for each client's needs continues today as a cornerstone of our company's culture. As we enter 2014, we would like to share our vision for intensifying our client-focused services.

During our lives, we accumulate important records, and it’s often necessary to keep these documents. We aren’t always sure when we’ll need them or where we should store them, but we know that it’s important to have vital information for the future.

During the mix of daily operations, businesses may find themselves ignoring a stack of records that keeps growing. Full file cabinets or storage rooms can become cumbersome and hinder productivity. Records are information assets that can hold great value for your organization, but mismanagement can pose several risks. Records storage plays an important role in protecting the future of your organization.