Why is Document Management Imporant to You?
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Because it is expensive if kept in-house. Fifteen years ago the buzzword in business was the coming paperless office. In reality, we generate more paper on a daily basis than at any time in history. It is estimated that organizations double the amount of paper documents (that are then filed and stored) every ten years. Another study estimates paper usage is increasing 35% annually.
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The problem is that papers are hard to find due to misfiling, being in use by another employee or lost. Litigation losses related to lost records continue to explode. In fact, inefficiencies can increase filing costs by 40%. It also costs an incredible amount of money to file and maintain all of this paper. 80% of filing related costs are labor. An average 4-drawer file cabinet can hold approximately 15,000 sheets of paper. It costs around $10,000 to fill a 4-drawer file cabinet, and another $26,000 in retrieval labor each year for maintenance, not including costs of housing the file cabinet in expensive office space.
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DRD is a business-to-business service company, serving the financial, legal and medical industries by providing Document Imaging (scanning), Scan-on-Demand, Document Duplication (copying), Storage & Retrieval of original documents, and Destruction (shredding). We will work with you develop a retention schedule for all of your documents.
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"As the pace of technology quickens and as shrinking margins make it necessary to employ resources more economically, most organizations will have to consider the issues of information cost management as inseparable parts of overall business planning."
-- Peter Straussman, Former Director of Records Management
-- at the Pentagon in a recent issue of Harvard Business Review
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Components of a Successful Document Management Program
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Appropriate program organization & structure
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An up-to-date comprehensive "record/document inventory"
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A legally valid document retention schedule
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Vital document protection & management
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Active document systems management
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Active document systems management
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Inactive document systems management
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Forms (both electronic & paper management)
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E-documents policy, e-mail policy, internet policy
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Copying & reprographics management
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Imaging systems (file based & electronic)
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Integration of IT/IS and Document Management
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Archive Management
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Components of a Successful Electronic Document Management Program
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Development of IT/IS and Document Management partnership
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Creation of electronic systems or conversion to digital
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Systematic inventory of electronic documents
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Retention schedules including the electronic records
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Ongoing evaluation & selection of appropriate media
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Identification & protection of vital electronic records
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We assist you with each step in the document lifecycle:
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This includes High-Speed Imaging for large document quantities as well as Scan-on-Demand for small quantities or individual documents.
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For those offices that need sets of documents or sets of documents copied.
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By bar-coding your files and boxes we are able to track and retrieve all of your important and confidential documents, assuring secure storage and prompt retrieval when you need them.
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We help you create a retention schedule for all of your documents and remind you when the time has come for their confidential destruction. We also provide confidential shredding of your documents, which includes a Certificate of Destruction.
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