Your Paper Files Converted to Secure, Easily Accessible Digital Records

Your Paper Files Converted to Secure, Easily Accessible Digital Records

  • Documents are scanned in minutes
  • Files are indexed and organized
  • Scanned documents are stored electronically
  • Files are retrievable in seconds
  • Convenient, Safe and Secure 
Your Paper Files Converted to Secure, Easily Accessible Digital Records

Paper documents placed in our secure storage are pulled, scanned and made immediately available electronically as needed. Rather than pulling and delivering a file, the file is scanned and immediately returned to its storage location. The image or a PDF version of the file can then be accessed via a secure web connection or emailed to the designated authorized end‐user. The effectiveness of this solution is that, for some industries, many documents that go to storage are never accessed again. Safeguard’s Imaging System scans only the documents needed, as they are requested.

Additional Benefits of Imaging Your Stored Paper Files

Disaster Recovery

Documents that have been scanned are easily backed up and protected on network servers or by electronic storage. Document imaging also reduces damage to files that can happen through repetitive handling of paper files. If disaster strikes, your records are still immediately available.

Improved Customer Service

Response times are reduced; information is available in seconds via the internet. The requests of your customers and staff can be responded to faster and more efficiently regardless of their location.

Remote Access to Documents

Many businesses want or are required to provide access to client information via the Internet. Having the option to download needed files to your laptop computer, PDA or Smartphone allows you to take the entire client file with you for easy access. At the office, access to image files remains uninterrupted by your use. PDF documents are ideally suited for sending e-mail attachments. Recipients can view and print the document easily and PDF documents can easily be made secure by sending it with password security at document level.  Remote Access to Documents

 

Advantages of Converting Your Paper Records to Safeguard Electronic Documents

File Cabinet VS Paperless Solution

 Search and Retrieve
Search and
Retrieve:
Slow 
 
Storage
Capacity:
15,000
 
Documents
Portability:
Minimal
 
Ease of
Backup:
Poor
 
Space
Occupied:
36 cu/ft Remote
 
Remote
Accessibility:
No
 
Ease of
Duplication:
Poor
 
Cost to
Store:
$25/month/cabinet
  
Search and Retrieve: Instant Storage
Search and
Retrieve:
Fast
 
Storage
Capacity:
Unlimited 
 
Documents
Portability:
Highly
 
Ease of
Backup:
Outstanding
 
Space
Occupied:
Negligible
 
Remote
Accessibility:
Yes
 
Ease of
Duplication:
Excellent 
 
Cost to Store:
Negligible
 

With paper files growing at the rate of 15-20% a year, many firms are running out of space to store client files on-site. Scanning saves storage space and cost.

1 four-drawer file cabinet = approx. 10,000 pages = 1
CD of digital files.

4 storage boxes (12x15x10) = approx. 10,000 pages = 1 CD of digital files