Secure Vaults. Secure Information

Most document management centers offering film and video storage will advertise secure, climate controlled vaults. Security and a stable environment are easily the two most important aspects to a good film, tape or media storage program, but what does that mean exactly? Below, I've listed a few features and requirements that should be considered a necessity, all of which GRM employ.

1. Climate Control. I've mentioned this in past entries, but I can't stress it enough. Look for a space that offers a computer monitored system that keeps the temperature and humidity in a safe range.

2. Keypad entry. A secure vault that allows you to customize an entry password is key for protecting your stored film and video.

3. CCTV and Motion Sensors. Many storage facilities offer vaults monitored with closed circuit television and motion sensors. This double dose of protection guarantees that you're materials are safe 24 hours a day.

Visited EDM Yet?

Have you visited the new website for our digital division, GRM EDM yet? If not, you should check it out today. The new digital branch of GRM offers clients the best traditional and hard copy document management you've come to expect from us, with a focus on transitioning your business into the ever-increasing digital workplace. Our team of electronic document and records management experts have years of experience and a working knowledge in the area that so strong they make new technologies seem simple.

On the website we explain how GRM EDM tailors our programs to fit the needs of every major industry, including legal firms, accounting firms, small businesses and medical practices. We offer examples of how implementing electronic document management into your company can streamline your HR and Accounts Receivable/Payable departments, as well as improve the way you back up your digital information.

Green Benefits of Electronic Document Management

In an article on ZDNet.com, a lifelong member of the software/hardware field offers his take on the likelihood of a paperless office in the near future. He presupposes that it's not going to happen to the extent many people expect, but stresses that improving a business's document management systems and reducing paper waste is important nonetheless. He covers some of the technology that makes these steps possible, as well as different ways implementing them will improve your processes.

From ZDNet:

Contrary to many projections, paper documents are not going away. Rather, a new generation of technologies – centering on document capture and routing – is steadily emerging to enable organizations to dramatically reduce the use of paper while increasing productivity, accelerating business processes, improving compliance with regulatory requirements, and strengthening both disaster recovery and “green” business initiatives.

Improving Case Management

Law.com has an excellent article available on their website on how document management is one of many ways to improve case management at a legal firm. Employing document management and/or electronic document management like the services offered by GRM is one of the simplest ways to increase efficiency, cut back on lost time and improve your firms ability to find the information you need quickly.

From Law.com:

Some law firms thrive in bad times, others suffer -- it's the nature of the industry. That's why you'll find firms with both transactional and litigation practices. But whether your firm is stable, growing or teetering, this is a great time to pay attention to your existing case or matter management system and learn how to better exploit its capabilities. Just as your car works better with proper maintenance and tuneups, your firm's attorneys will be more productive if they get the necessary training and refresher courses on how to get the most from case management systems. Effectively using CMS not only will empower your users with increased productivity, but will lower costs and increase your firm's profits in tangible, measureable ways. Here are some tips on how to fire up the engines.