As a provider of a comprehensive list of products and services, we get to work with a variety of different local and national businesses. In a throw-back to the days of trapper keepers and lockers, we’ve included a “case study” of our work with a graduate university that gives perspective on the ways your company could benefit from electronic document storage.
The Problem:
A few years back, the Office of Business Affairs for a highly regarded medical graduate school contacted us with a problem: 30 years’ worth of records were piling up – employee files, financial documents, student records filled four large rooms with 80 filing cabinets. It was becoming increasingly difficult for the office staff to locate and retrieve files, never mind the severe space shortage the document storage was causing! Their main concern was the distinct possibility that important, and often confidential, files could be misplaced or lost.
The Solution:
With over 2.5 million sheets of paper needing to be digitized, the Office of Business Affairs turned to Professional Systems, USA Inc. We imaged and safely discarded a majority of their paper files, the department reclaimed over 1,000 square feet of space, which conservatively translates to $20,000 per year worth of office space that was able to be put to more productive use.
How did we do it?
Digitized records are stored on our secure and password-protected servers using the sophisticated K-Docs document management software. The servers are held in a secured site with redundant power generators and 24 hour physical security. Scanning allowed the university to eliminate vulnerability to disaster, possible tampering of records, and unauthorized access to confidential information.
