Document Management for Government - Digitizing Records

On The Courier-Post Online today, there's an interesting story about Camden, New Jersey's decision to digitize thousands upon thousands of files and records. This move is one that's often recommended to government agencies by GRM sales representatives. The reasons in favor of shifting government records over to EDM are many, but I'll name just the most simple here.

First, storage of your government records electronically is safer than traditional file storage. If the information is properly backed up and stored in multiple locations - there is virtually zero chance that it will be lost. On the other hand, if a major fire or flood hits your storage space - important files and documentation will be lost forever.

And second, EDM increases efficiency. As much as many of us feel nostalgic for old search-systems like Dewey decimal and other forms of card cataloguing - finding a legal document from December of 1976 if far easier if you have an online search engine at your disposal. By digitizing Camden's back-catalogue, they are guaranteed to cut search times in half.

Industry Specific Solutions

Having a comprehensive document management program is important for businesses in all sectors - but having a document management company who understands the specific needs of your industry is a must. GRM works with companies in every major industry in the country, and we've got the experience and expertise to know the problems your likely to encounter and needs that will be most important to address before we even create your program.

From law firms and medical practices to government agencies and a slew of small businesses, GRM has worked with every type of client. Each vertical market has a different business model, law firms are highly active; hospitals require STAT deliveries with a human life in the balance; with banking one tape in the wrong hands can be worth millions, the wrong tape delivery could shut down an entire operation. Each model requires different services and different service levels. GRM understands. With over 20 years experience servicing various vertical markets, we will work with you to identify your requirements and challenges.

EDM Improves Invoicing for Hospital

Another story today about a professional company streamlining business practice through Electronic Document Management. This story comes out of Dorset County, where a hospital has massively increased the efficiency of their invoicing system through utilizing a document imaging program and other similar services. This particular hospital went the DIY route, purchasing software and a scanner - but hiring a professional EDM service like GRM will get you off the ground running with no hassle or learning curve.

According to the article:

"Dorset County Hospital is implementing document management and imaging software to speed-up the processing of 50,000 purchase invoices each year and free-up document storage space. These new systems are expected to go-live to up to 150 users in early 2009.It will significantly reduce the time-consuming manual entry of purchase invoice data and will also be able to electronically store and retrieve purchase invoices directly from its Smartstream system."

Electronic Imaging Saves Space

The Le Mars Daily Sentinel ran a story today about saving space through electronic imaging. It focuses on a space crunch in the Plymouth County courthouse - and the viability of utilizing electronic imaging as a solution. Ultimately they weigh the option of purchasing the imaging equipment themselves, but it's far more cost-effective to use a third party solution like GRM for imaging and digitally cataloguing your entire filing system.

According to the article,

"Darin Raymond, Plymouth County attorney, said currently records within the court system are being imaged into electronic Portable Document Format (PDF) files. Raymond said he had spoken with Leesa McNeil, court administrator for the third judicial district, and that she had been in favor of doing the same project in Plymouth County. "

For information on how GRM can image and streamline your records management program, please feel free to visit our website.

Federal Digital Storage Rules

This an interesting article on eWeek today discussing often misunderstood federal digital storage regulations. Federal guidelines were changed two years ago to reflect the changing face of the online workplace, and the driving force behind this article is how little most people understand the changes.

According to the introduction of the article:

"The court-rule amendments, known as the FRCP and placed into effect on Dec. 1, 2006, say businesses must be able to quickly find and make available relevant data when required by a court. Often, business information that could also serve as evidence in a criminal or civil lawsuit is required to be made available in as few as 30 days. Many enterprises are still in the dark about this."

You can find the complete article on eWeek's website.