Document Management

Overview

Strategic Document Management is essential for a smart move. Relocating provides an unexpected opportunity to sort through, thin out, and organize the huge number of documents that multiply exponentially in most offices.  Whether your files are maintained in print and/or electronically, you can achieve efficiencies by archiving historical materials and reference documentation, while keeping live files close at hand. At the same time, all of your data can be easily accessible whenever you need it. Let Arrow Transfer work with you to explore your options and to individualize a document management program for you.

We are your source for outsourcing your storage responsibilities–and stress.

Process

Step 1—Needs Assessment

Resourceful Document Management begins with assessing your needs. By involving your team, you can facilitate the process and ease the transition for everyone. Before making the decision about how you will incorporate document management services in your relocation plans, some questions should be asked and answered:

•    How many hard-copy files do you have?

Measurements can be estimated by calculating the number of standard file boxes would be needed  to  contain the paper files within the office or department.

How many of these hard-copy files can be archived?

How many of these hard-copy files need to be on-hand?

How many of these hard-copy files can be scanned or converted?

•    How many electronic files do you have—how much drive space is unused?

Measurements can be estimated simply, for example, by checking hard disc space used and remaining unused space, assuming that the space is dedicated to office use.

•    How many of these electronic files can be archived?

•    Which files require confidentiality?

•    How much physical “open” document storage space is available at your new location for both      universal and for private access?

Step 2—Estimating and Budgeting

Arrow Transfer is ready to work with you and your staff to review your assessment and create the best solution to your document management needs. When you outsource the responsibility for moving, destroying, shredding and/or storing paper records and files and archiving and/or converting current files, you save time, expense and space while still having easy access to all your business data.

Services

With a basic picture of your needs and an understanding of the options available for document storage,  it’s time to contact Arrow Transfer to refine your needs assessment and to design an effective and efficient document management program. We have the resources you need to manage your resources.

Our document management specialists know the variety of possibilities and respect your need for privacy, confidentiality, and security for all your materials.

Shredding

Whether on site or at our secure facility, Arrow Transfer can provide you with secure document destruction. We are well equipped to meet the needs for confidentiality in relation to business information such as financial data, human resource files, contractual specifications, and all work products requiring the privacy and sensitivity as required by law and as follows representative of best business practices.

Office Storage

Unlike electronic storage space, physical storage space is finite.  It is also a valuable asset that can make work easier for your staff by offering hands-on access to hard copies of original documents. We have the expertise to help you develop the smartest plan to utilize your available space with ergonomic efficiency.

•    Box Storage

When space allows, box storage offers ready access to files and papers.

We can help you implement a system that organizes and labels your storage boxes so that nothing           (and no one) gets lost in the storage closets.

•    Open Shelf Filing

Open shelf filing is used for immediate access to files and popular in fast-paced businesses and busy doctors’ offices.  Strategic placement and comfortable access are key to setting up and maintaining a system that meets the rigors of daily activity and stands up over time.

•    Offsite Data Storage

When you store your documents and business materials offsite with Arrow Transfer, you are securing your information and managing your risk with a leader in the field.

•    Box Storage

Our state-of-the-art facility protects your data by meeting all appropriate environmental and safety standards.  Our sturdy storage boxes are made of quality materials and stored in a specially designed climate controlled setting.

And because our facility is always open, we offer the flexibility you need to always have access to your documents and data. Our user-friendly-hassle-free philosophy makes it easy for you to retrieve or recover your data whenever necessary.

•    Electronic Storage

As your business grows, so does your business data.  And just as your business needs to keep up with the times, so does your technology.

•    Imaging/Scanning

Imaging and scanning is a system for consolidating information and sharing files across an organization—especially one that functions out of various locations.

At Arrow Transfer, we have imaging and scanning capabilities for preserving documents and conserving space.  We can take your photos, sketches, diagrams, maps, plans, renderings, and papers and transfer them into electronic files which can be easily stored, immediately accessed, and readily backed up.

•    Digitizing/Converting

We have the ability to transfer and index your print information onto space-saving, read-only CD/DVDs. These disks offer quick reference and the convenience of e-mailing or faxing. We can also convert and save your microfilm files onto a CD/DVD. By converting your files, you have the versatility to make the content a on a variety of computer formats or can be limited to your in-house network.

•    Advantages

•    Organized information—easy to access

•    Secure storage in climate controlled facility

•    Pick-up and delivery

•    Confidentiality assured

•    “Fire-proof” facility security

•    “Fire-wall” electronic security

•    Insured facility and personnel

•    Convenient file tracking

•    Open and closed shelf availability

•    Round-the-clock /round-the-calendar access

 
Choose Type of Move
Your Zip Code