Safe Media Storage

Keeping a back log of your company's important files and information is becoming more important with each passing year. Using an external hard drive or data tapes are easy and convenient solutions for backing up all of the digital information in your office, but what is the point if a fire or natural disaster strikes your building? Keeping your backed up data in the same space as the original copies doesn't make sense, and document management centers provide a solution. Find a company that offers secure, off-site media vaults in which you may store older external hard drives and other back-up materials.

GRM's media storage program is one of the very best in the New York Tri-State. We're set-up to handle all forms of multi-media storage, and have proudly worked with production companies of all shapes and sizes. Our vaults not only offer the protection of being in a separate location, but also provide a far healthy environment for electronics than any office space. With computer controlled temperature and humidity and a minimal amount of dust and dirt - why would you trust your data to be stored anywhere else?

Environmental Storage

One of the crucial parts of any document management center is a solid environmental storage program. Traditional document storage utilizes boxes and other containers to safely store paper documents and files. Each of the boxes are tagged with a bar code and then matched with a shelf location that has its own bar code.

Environmental storage focuses on less traditional media and information storage, namely x-ray film and computer tape. For these types of media, specific and controlled storage environments are required to assure they stay in pristine condition. GRM employs many variations of environmental storage at our storage facilities - from film and video to climate controlled data vaults. If you're interested in learning more about the technologies we utilize to keep your documents protected, please visit our website for full details.

EDM Transition can be Demanding

A recent article on OneStopClick.com finds that the transition from a traditional document management program to an electronic counterpart can be trying for smaller businesses. But, those companies that are willing to make a transition now, as opposed to two years down the line, are far more likely to reap the most benefits from the cross over. We've discussed many times here at the GRM blog that Electronic Document Management increases office productivity, cuts back on lost time and makes for a more efficient information flow - and these findings are just one more example of those facts.

Here's a brief clip from the article:

"Research carried out by content management firm Metafile indicates companies able to enter the document management solutions industry quickly are likely to flourish.Vice president of technical services at the company Jim Mandt said organisations should take time to plan before attempting the shift as accounts receivable practices, including order processing and invoice delivery, remain highly paper intensive."

For more information on how GRM can help your business to transition to an EDM solution, please feel free to visit our website.

Customers First

At GRM we take great pride in ensuring that our customers are always in the know. One of the ways we do that, is providing an invaluable tool for learning how to get the most out of GRM’s vast array of services. After interviewing both customers and prospects to see what they would like to see in a Customer Handbook, GRM got to work. What was developed is a description of how to use each form and service offered by GRM.

Also included, as suggested by the end user, is a section that can be used to centralize and maintain all contracts, Authorized Personnel forms and other important GRM documentation. Most importantly, managers can now use this handbook, also supplied on CD, to train other employees, saving hours of training, increasing efficiency and ultimately creating standardization. Feel free to take a walk through a sample of GRM’s Customer Handbook.

Information Management Deficiency Syndrome

There's a fantastic article out of Australia today on how many businesses are lagging dangerously behind in their information and document management programs. As the author notes, IMDS (a syndrome he made up, obviously) "affects the "health" of the organisation, and it has symptoms which managers - or even a "company doctor" - could spot."

He then goes on to list a number of the "symptoms," which include inconsistent document management policies, accidentally lost documents and lost work time due to insufficient document management. According to the article:

"IMDS easily creeps up on many email-reliant companies. Suddenly a member of staff is away- documents are not found where they are expected and projects become avoidably delayed.
IMDS, then, can be recognised across many organisations, and in many ways both large and small it adversely affects business performance by slowing processes and costing money in inefficient activity. The problems it represents will undoubtedly increase as information levels increase and the demands companies make on that information expand and become more complex."