IM Docs helps our clients store their physical (hard-copy) documents, either in an archive room on our clients premises or in our secure warehouse location. Documents are properly indexed, categorized and stored in special boxes to ensure the best environment for long-term storage. We also offer a retrieval/refile service for boxes or files. Clients have the option of regular, same day or express delivery of boxes or files to their location or when returning them to us for archiving. Clients may also choose to send an authorized courier to retrieve boxes, files or documents from our warehouse.
This service involves the tracking and management of active files within an organizations’ premises. Utilizing our advanced software and/or the Internet, our clients can track and monitor each physical file as they are retrieved from the file-room by employees. No more lost files or wasted hours looking for files.
As part of an organization’s document retention program, we can convert hard-copy documents into digital images that are available to the client on local servers or any preferred storage device. Alternatively, documents can be stored off-site in secure, triple-redundant data centers that ensures your data remains safe and available.
In conjunction with our clients employees, we can formulate procedures and procedures that help our clients achieve the following: Increase cost-efficiency & productivity, compliance with regulatory and company requirements, streamline & enhance information retrieval & improve customer service. With the firm belief that our clients need different solutions to different challenges, we perform a CNA (Client Needs Assessment) that analyzes the A- Z of the document management space. Based on this, we provide recommendations that often include hard-copy storage, conversion of physical records to electronic format and provision of document management software tailored to address specific challenges. We also implement and train staff on the new processes and procedures put in place after this exercise.
A complete document management strategy requires knowing when documents have reached their useful life-cycle and can be destroyed. This usually depends on regulatory requirements and company procedure. Utilizing our software, our clients get alerted when documents have reached their expiration dates and can therefore be removed from archives and destroyed.
We use cutting edge remote back-up technology to provide a robust solution for e-vaulting and data storage. E-Vaulting allows your data to be encrypted and sent to secure off-site remote data vaults automatically. This is a must have for disaster recovery/business continuity purposes.
IM Docs supplies our clients with durable, specially manufactured cartons designed specifically to store paper for the long term. Reinforced sides and bottoms in our boxes can handle the heaviest documents and stacking strengths without tearing at the handles. This 1.2 cubic ft. box, (15x12x10") box is most recommended for archival storage with easy, fold together assembly, handles for carrying and attached covers.
