Document Storage Services
High speed document storage and retrieval is an important part of
any automated document management system!
As IRS regulations evolve, more types of electronic documents will be acceptable as compliant with IRS document and records retention codes. Some documents, medical records, financial records, and particularly cancelled checks are more likely to be reviewed in an audit than other documents. This makes efficient document storage and retrieval of physical documents an important part of any complete electronic document imaging service.
Often, when left to office staff - and in the absence of any formal record retention policies, document storage consists of storing physical documents in non secure files and storage areas. Frequently, these storage areas are not environmentally favorable to document storage survival for the requisite period of time.
In addition, security is at a minimum and can often expose your company to Federal non compliance charges under the Sarbanes-Oxley Act ( SarBox, SOX ) or Gramm-Leach-Bliley Act ( GLBA ) and others. Rented storage areas can be easily penetrated and important financial and personal employee information stolen. Add to this the fact that most physical document storage procedures simply place the documents in a marked cardboard box and then store them "where space is available" and you have the potential for lost documents and missing paperwork.
Spectrum Information Services regards the controlled storage of physical documents an important part of our overall document management services.
As documents are scanned and imaged into electronic files, the physical documents are tracked electronically and reference is made to the exact location of the physical record in case it ever needs to be retrieved. Your document management system will play an important role in streamlining your administrative burden in day to day operations. However, for those occasions that require the physical record instead of the electronic document, the document storage services provided by Spectrum Information Services insure that the original paper document retrieval will be quick and painless.
As IRS regulations evolve, more types of electronic documents will be acceptable as compliant with IRS document and records retention codes. Some documents, medical records, financial records, and particularly cancelled checks are more likely to be reviewed in an audit than other documents. This makes efficient document storage and retrieval of physical documents an important part of any complete electronic document imaging service.
Often, when left to office staff - and in the absence of any formal record retention policies, document storage consists of storing physical documents in non secure files and storage areas. Frequently, these storage areas are not environmentally favorable to document storage survival for the requisite period of time.
In addition, security is at a minimum and can often expose your company to Federal non compliance charges under the Sarbanes-Oxley Act ( SarBox, SOX ) or Gramm-Leach-Bliley Act ( GLBA ) and others. Rented storage areas can be easily penetrated and important financial and personal employee information stolen. Add to this the fact that most physical document storage procedures simply place the documents in a marked cardboard box and then store them "where space is available" and you have the potential for lost documents and missing paperwork.
Spectrum Information Services regards the controlled storage of physical documents an important part of our overall document management services.
As documents are scanned and imaged into electronic files, the physical documents are tracked electronically and reference is made to the exact location of the physical record in case it ever needs to be retrieved. Your document management system will play an important role in streamlining your administrative burden in day to day operations. However, for those occasions that require the physical record instead of the electronic document, the document storage services provided by Spectrum Information Services insure that the original paper document retrieval will be quick and painless.
