Services Offered By The Document And Records Management Company

By Author: grace records
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Document management is a very important part of any individual or organizational activity. Not only are these required to be kept safe and secure for a long period of time, also shall be managed in such a way that their storage and retrieval is easy. Some of the documents which are required frequently are kept within the organization itself whereas some others, which are not of immediate requirement, are kept in storages operated by specialized document and records management companies. Some of the documents are of immense value and they hold importance forever whereas some others might become redundant over a period of time, requiring destruction. The companies have very well established document destruction policies. The document records management work incorporates the component of destruction of documents as well.

Some of the main services which come within the ambit document and records management are:
1. Obtaining the documents: The documents are received from the client premises and the same are transported safely to the storage facility. All safety and security measures are employed for the on-site packing ...
... and transportation of the records or documents. The documents are properly organized, bar-coded, indexed and stacked in the safe drawers of the storage facility.
2. Converting to the electronic format: The documents are captured as images using the scanners or microfilming cameras or other means. The paper format is converted to the electronic format.
3. Storage: The data to be stored comes in the form of papers, electronic and web or server based. For meeting the storage and security requirements of different types of data, different basic infrastructure requirements are met by the companies.
4. Retrieval: The retrieval procedures of the data are easy but full proof. This means that if you are the authorized person to retrieve the documents from the facility of the document records management company, you can have an easy access 24×7. At the same time, if you are not authorized, you can not retrieve the same.
When you go for retrieval, you do not have to scramble here and there. You will be directly led to your storage location and can easily find the record that you want.
5. Destruction of the documents: The professional document and records management companies also make sure that the required authorisations are obtained before the documents are destroyed. The means of destruction employed are generally as per the recognised norms of the industry and these include the shredding, pulping and the use of the destruction bins for the removing the on-site classified information. These companies can be employed exclusively for the purpose of destroying the documents even if you have not availed of their document records management facility.

The companies have their own fleet of vehicles and especially designed and made packing and packaging materials to make sure that the no document is missed or lost in the whole process. The use of the modern electronic and web document management methods removes the fear of wear and tear of papers and reduces the prospects of theft or accidental damage by fire or other means.
For more information please visit:http://www.gracerecords.com.au