Obama and Document Management

There's an interesting article running on CMSWire.com that discusses the potential impact President Obama's new administration will have on the document management field. During the campaign he spoke of a need for better digital medical record storage, and many industry insiders feel that their business could have a prominent place in his agenda.

From the article:

"US President Obama faces many challenges as he enters the executive office. His new administration is set to tackle the economy and many in the document management industry are looking to them for signs of increased regulation when it comes to records management and retention. While such a topic may not seem like it would be a priority for the new president, those immersed in the industry know that good knowledge management is key to solving some of the biggest problems facing the country. Like the economic crisis."

PDF Reigns Supreme

According to a new report on OneStopClick.com, the PDF file has become the leading format in the electronic document management industry. Many factors have contributed to the PDF's prevalence. The format is ideal for sending and viewing files online, easy to convert to from Microsoft Office Files, and familiar to the majority of the American workforce.

According to the report:

"PDF has become the format of choice for long-term electronic document management, it has been revealed.Studies carried out by AIIM found 90 per cent of organisations are using the PDF file format for the storage of scanned documents, while 89 per cent are converting Microsoft Office files to the facility for distribution and archive. Earlier this week, IT industry analyst Gartner stated that electronic document management initiatives can improve operational efficiency while delivering environmental benefits."

Document Destruction Practices - Carton Shredding

GRM offers you the flexibility of shredding documents currently housed in your office or at our off-site storage facility. Either way, all you have to do is identify cartons designated for destruction with GRM’s unique “GRM Shred Me” label.

Once your order is processed, we will then dispatch our pick-up and delivery fleet along with authorized personnel to retrieve the cartons for destruction. We guarantee that each document will be shredded within 24-48 hours of retrieval, and a Certificate of Destruction will be issued for your records upon completion.

Document Destruction Practices - Bin Rotation

Why use open wastebaskets or recycling bins when GRM can provide security containers for the safeguarding of critical information? You have two styles from which to choose: a 200-pound capacity, heavy gauge plastic mobile toter or a 100-pound capacity, stationary executive console. Both are locked and tracked by advanced bar code technology. Customized rotation schedules are available and all rotations are performed by GRM personnel and vehicles. Document shredding or destruction is performed within 24-48 hours of retrieval, and a Certificate of Destruction is issued upon completion.

The Three R's

Most of us had the phrase "reduce, reuse, recycle" drilled into our memory in grade school. It's the basis for good recycling, and according to this article on Processor.com, it's also the key to an environmentally friendly document management program. Countless amounts of paper is wasted each year on unnecessary copies made in a commercial setting - and a comprehensive document management program from GRM can help cut back on how much your business contributes to the problem.

From the article on the three R's:

"Reduce, reuse, and recycle is a common battle cry for those who want a greener world. This same call is now quite commonly being applied within corporations with regards to the management of the ever-growing expanse of corporate information. Just as there is the need for both corporate and individual responsibility to reduce waste and pollution, a truly green content management strategy needs to be addressed at the highest strategic levels of corporate architectural decision, as well as deep within individual technical implementations. The good news is that there is plenty of room at all levels to reduce, reuse, and recycle content that will ultimately result in reduced operational costs, an improved operational process, and a reduced carbon footprint. "