6 Information Management Services It Pays to Invest In

In today’s business world, proper management of your business information is essential. Fortunately, you can take advantage of resources that make the process more efficient and cost-effective. Here are six information management services it pays to invest in:

1. Off-Site Records Storage

Off-site records storage helps your business reduce the risks and administrative costs of document retention. Paper files are stored much more efficiently, securely and economically in a commercial records center than within your office. A commercial records center offers your documents enhanced protection from unauthorized access and natural disasters. Barcode and inventory management technology tracks your retention inventory and lets you request files from storage any time through an online portal. In addition to that, your records can be professionally delivered to you any time you want, saving you time and money!

2. NAID AAA Secure Shredding

Using an office paper shredder to destroy sensitive documents is time consuming and risky. Whether you need a one-time purge of expired files or routine disposal of confidential paperwork, a NAID AAA Certified secure shredding service ensures your documents are destroyed promptly and securely. Security containers are strategically placed throughout your office, making the disposal of files quick and safe. A screened shredding technician then collects your security containers on a daily, weekly, monthly, or quarterly schedule for destruction. You can choose to have your documents destroyed on site at your office or off-site at a shredding plant. Both options offer a Certificate of Destruction each time your documents are destroyed.

3. Document Scanning

Having to thumb through a file cabinet to find your most active business documents is counter-productive. A document scanning service converts your paper documents into easily stored and managed digital files. Scanning technicians use a quality-driven process to ensure your documents are imaged to your desired file format and merged into your preferred document management application or enterprise content management (ECM) system. Professional document scanning offers the most reliable and cost effective way for your business to go paperless.

4. Media Storage and Rotation

Data backup is essential for disaster recovery. A media storage and rotation service ensures your backup media is protected, preserved and properly managed. When your backup is completed, a data protection professional delivers the next tape in your designated rotation schedule and transports your most recent backup to a media vault for storage. The vault is equipped with the following features to safeguard your data:

  • Ceramic fiber walls to protect from excessive heat
  • Environmental control sensors to ensure optimal temperature and relative humidity levels
  • Waterless fire suppression systems
  • 24-hour video surveillance
  • Alarm monitoring systems

Barcode technology lets you know the precise location of your backup media, whether off-site, on site or in transit.

5. Cloud Backup

If your company has limited information technology resources and infrastructure, cloud backup offers a reliable and affordable data protection solution. Your data is automatically encrypted, backed up and stored offsite in a secure data center. If you lose your information, it’s restored remotely. Cloud backup offers a low cost way to protect your essential business information.

6. Breach Reporting

Information management and security experts agree that every business is susceptible to a data breach. A breach reporting service provides you with a dependable, on-demand solution for complying with state and federal breach reporting and consumer notification rules and regulations. In the event of an actual or suspected breach of personally identifiable information (PII), all consumers and applicable authorities are notified for you, reducing your company’s administrative and legal liability costs.

Whether you invest one or all of the information management services we’ve mentioned here, your company will reap benefits well into the future!

Richards & Richards offers information management solutions for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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