Unfortunately, even today, businesses underestimate the importance of effective records management. They consider it an unnecessary burden which takes too much time and resources. At the same time, some organizations understand how critical record keeping is but don’t have the resources for it.
They don’t know which records to keep and what to discard. In some cases, they don’t have the office space, financial resources, or technical knowledge to manage their records. So, they have no option but to discard their vital information, which can impact their competitiveness.
Archive Technologies helps resolve this problem. It is a Pakistani record management company offering a wide range of services, from document scanning to record destruction. If you have trouble deciding which records to keep and which to discard, Archive Technologies provides consultation services.
How Does It Work?
The best way to answer this question is to develop a scenario. Suppose you are leading an organisation ‘ABC’, which is having trouble with records management. The organisation does not have enough space to store all the physical documents. One option is to seek document digitisation services and store the data online.
It addresses the challenge of lack of space. However, regulatory requirements state the organisation must keep physical records of at least the past five years. It can discard the records preceding the five years. In addition, online storage comes with a risk. If there is a cyber-attack, the organisation risks losing the data.
ABC is facing a dilemma. It realises the importance of effective record keeping but does not know what to do in this case. Therefore, it seeks help from experts in this field. In other words, ABC engages with Archive Technologies to address its records management problem.
Initial Discussion
The first step is to have an initial discussion. An Archive Technologies representative will hold discussions with an ABC representative. The representative must have comprehensive knowledge of the organisation’s record-keeping practices and challenges.
Without this information, Archive Technologies cannot offer quality services that create an immediate impact or add value. The ABC representative must explain what is acceptable and what it wishes to avoid with the new arrangement. For example, ABC may not have secure online servers or has faced increasing cyberattacks in the past year.
It means that storing digitised documents on ABC’s servers is not option. This information is crucial to how Archive Technologies designs the solution. Therefore, organisations must not hesitate to share any information they perceive can help create a perfect solution. The records management company holds at least three discussions before it designs the solution.
Designing the Solution
Once the records management company has all the information, it begins designing the solution. In this case, possible solutions include:
On-premises Document Digitisation Services
It involves the company scanning all records inside ABC’s premises. In other words, the documents never leave the office space. It adds an extra layer of protection. Secondly, it ensures only relevant people have access to the data. The documents preceding the five years can be destroyed or stored online after digitisation.
In case the organisation does not wish to store the data on its servers, Archive Technologies can offer its or partner servers. They come with the latest security features and ABC can access the data using a portal. It means the data remains secure without compromising on aspects like accessibility.
Offsite Storage
Another option is to remove the documents from the office space and store them in a warehouse. Don’t worry, as Archive Technologies has warehouses in all the big cities of Pakistan. If you need to retrieve the data, Archive Technologies will easily do it without issue. You will have access to your data in minimal time. It is as if the data never left your building. The best thing is that your data is stored in a secure environment. It offers protection against fire and water damage.
There is no question about unauthorised access to the data, as each organisation’s data is secure and monitored 24/7. Only relevant people have access to the data. When they do, it generates a log, ensuring full accountability if an issue happens.
Monitoring and Control
The final step is monitoring and control. Archive Technologies continuously monitors the performance of its processes to ensure their add value to an organisation. If the record company believes the solution is incorrect or an alternative can provide better value, they are ready to admit it. Undoubtedly, it ensures the client always comes first.
Benefits of Record Management Services
There are several reasons to opt for record management services such as:
Compliance
It ensures regulatory compliance. Record management companies are well-adept in regulatory requirements for each industry. Instead of hiring in-house resources to develop policies and ensure compliance, outsource it a third party like Archive Technologies. You don’t need to worry about hiring the resources or managing their compensation.
In addition, there is no need to invest in their training to ensure they remain up-to-date with changes in the regulatory environment. The record management company handles all such aspects.
Low Storage Costs
Don’t worry about renting extra office space or freeing up space in your existing office. Store all your documents in a dedicated storage space in a large warehouse. You can easily retrieve the documents whenever required.
Free Up Employee Time
Free up your employees’ time so that they can work on value-addition tasks rather than mundane record management. It improves employee engagement as they can dedicate their energies on more rewarding work.
Protect Your Information
Protect your information from falling into the wrong hands. Poor record management means the information is not stored securely. Any one can access it, including competitors and cybercriminals. Record management companies not only secure your data but protect against unauthorised access.
Conclusion
After reading this article, we are confident that you are familiar with everything there is to know about Archive Technologies and how it works for document scanning. If you still have questions or want to discuss a potential project with them, contact them directly. They can guide you better based on your requirements.