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Concord Music Group
Alex Pacheco, AP Manager
Our company started to implement an enterprise document management system called OnBase.  We had been working with our implementation partner and needed to get all of our older records scanned so we could automate our AP process.  Our implementation partner introduced us to Spectrum.  They came and picked up our AP document boxes, scanned all those records, and we were able to ingest them into OnBase.  We now have access to those documents anytime, anywhere!

Yardhouse Restaurants
Jeff Uttz – EVP and CFO
Trying to manage all our AP records was a nightmare.  Spectrum came in and offered us a solution to become paperless.  With the various locations and documents that come in they offered us an in-house solution to manage those documents.  Our productivity increased since we had most of our records at our fingertips

Schools First Federal Credit Union
Dianne Webb, Director Secondary Marketing
Spectrum Information Services has helped us manage our loan documents by scanning them weekly.  They pick up our boxes and normally the images are ready for import into our internal Filenet System with in 48 hours.  This improves our productivity, disaster recovery and increases Member Service.

Santa Ana College
Chris Truong, Registrar
We have worked with Spectrum Information for many years and they have helped our Admissions and Records Office become paperless.  We have to keep many permanent records with limited resources and budget, the services that Spectrum provides has helped us stay in compliance and more effective.  The process is very simple.  Spectrum Information Services takes our documents and convert and stored the images in an electronic format.  The best thing about this process is our staff could view the images via the Web. 

CampusDocs
Lance Murata, Director of  Sales and Marketing
As a hosted document management service provider, we rely on providing best in class service.  Spectrum Information Services really operated as a true partner, one that we could collaborate with to meet our clients unique needs and do it without breaking the bank. The transparency and responsiveness with which they operated fostered the kind of trust that ultimately allowed our conversion project to be a great success.

USC Robert Morley
Registrar
We had our entire transcript archives converted to images but the previous vendor we had used placed the images in proprietary software.  We went to Spectrum Information Services and they were able to give us our records back so we can now ingest them into our own system.  Thank you Spectrum for getting us our documents back!

Santiago Canyon College
Irene Scroggins – Assistant to Director of Admissions
As a 20 year veteran working within the  Rancho Santiago Community College District in the Admissions and  Records Office, Spectrum Information Systems has more than exceeded our expectations for a secure document scanning system.  Our entire  staff  trusts them with our documents.   Their secure website has simplified the retrieval system and their document input is always accurate. We are proud to be partnered with Spectrum and their exceptional working team.

  

Document Destruction Services

Like physical document storage, secure controlled document destruction is a logical extension to modern electronic document management systems.

Once records have been imaged via paper scanning services, they are typically stored under the control of some formalized document storage protocol as we discussed under the "Document Storage" section. When documents reach the end of their legal life - or as non-critical document records that have been scanned or imaged are no longer needed - an efficient and secure method of document destruction must be part of the overall document imaging and scanning procedure.

Document destruction is a 4 step process and must occur within a secure environment to insure compliance with new Federal regulations. Federal regulations like SarBox, also known as SOX or Sarbanes Oxley, the Patriot Act - to help guard against identity theft, and Gramm Leach Bliley for financial confidentiality, carry stiff penalties for non compliance. The 4 steps for document destruction are:

  1. Proper identification of those physical records to be destroyed
  2. The actual destruction of the physical documents in a controlled and secure manner
  3. The recording of what documents were destroyed, when they were destroyed and by whom
  4. Providing the client with a Certificate of Destruction
An appropriate document destruction system provides for the reporting of electronic records to identify which physical documents are to be destroyed. Further, document destruction must also trigger the complete and irreversible deletion of any images created within the document scanning and imaging services. Besides deleting records from dynamic files within databases stored on disk files, the document destruction function would also provide for the shredding of compact disks ( CD )s as well the original documents and records.
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