Document Imaging is one of the most effective records management tools available.

However, you only get the full benefits of document imaging when you use an experienced team to help the implementation process.

Converting paper records using document scanning into digital images gives your organization major productivity improvements.

Document imaging gives you these major benefits:

• Automatic backup of paper files
• Eliminates problems of lost or misplaced files
• Fast and easy access from virtually any PC or Notepad
• Faster responsiveness to clients, patients or customers
• Multiple users can access the same document or file at the same time
• Frees up office space used to store paper records along with eliminating the cabinets/shelving

Achieving these benefits can be difficult and slow due to technical issues, costs, and staff expertise. The Association of Information and Image Management (AIIM) report that 50% of organizations who attempt document imaging projects fail.

You can assure success if you use a trained and experienced staff of imaging professionals to help you avoid the pitfalls.

These professionals do not have to be employees since these skills are typically needed only at the initial implementation stage of your document imaging project. They simply need to be with you at the beginning of the project to ensure your project is done properly. Shifting the burden to an outsource document imaging service will reduce internal staff requirements and help you avoid IT capital investments.

And if you are concerned about documents leaving your facility, the good news is that we provide on-site document imaging services referred to as a “facilities management” (FM) engagement.

Our Approach

1. We provide an on-site analysis of your current records management environment.
2. We make specific recommendations for changes and improvements for your document imaging project.
3. We provide
   1. Planning
   2. Tools
   3. Staffing
   4. Project management

…to implement the recommendations

And we do this at a guaranteed price and within a guaranteed time frame.

To learn more about our document imaging professional service process, we’ll send our free “Planning a Document Conversion” white paper. Call us at 408 -2656 -11709.

For a no obligation assessment or to learn more, call 408 -2656 -11709 or email today.

How to deal with changes in your Records Management needs.

The bedrock of an organization’s ongoing success is good records management.  If your bedrock is shaky or changing, instead of dealing the complexity of records management change yourself, you can outsource professional records management services and save a ton of time and money.

                Situations that impact your organization’s records include mergers, acquisitions, relocations, reporting requirements, ISO certification, audits, space problems, missing files, or paperless initiatives.  While your organization may be staffed fine for daily operation, adding a “records management” improvement project may be a problem without professional help.  Plus, your team may not have the time or expertise for a major overhaul.

                If you are facing records management changes or improvement initiatives, results happen faster and more professionally when you use a records management professional services group.  One we suggest you consider is TAB’s Professional Services.RefBPCH-0009

                TAB Services include File Moves (keeping folders in the right order), Conversion Service (changing from inefficient vertical file cabinet storage to end-tab filing), Imaging Services (both on-site and off-site, scan-on-demand), and general Records Management Consulting.  TAB’s trained and certified Records Managers provide experienced based advice on records oriented business functions, records classification, records retention and destruction, corporate records policies and records monitoring systems.  Plus, during mergers or acquisitions, their help is especially valuable when consolidating multiple records into one centralized system.

                TAB’s approach is to thoroughly involved you and your organization’s personnel in a needs assessment.  TAB does a no-cost Survey to determine the potential project scope and objectives and prepares for your review, budgetary estimates and a rough idea of the tasks required.  If fiscally OK, a detailed Proposal is prepared covering project tasks, benefits and results expect and time frame.  To confirm the proposal, a Test is done to make certain that the assumptions and scope were properly identified.  Then a detailed Scope-of-Work is prepared that confirms what is to be done, by whom, and when.

                On the other hand, if you are looking for a good alternative to reduce your record keeping costs, reduce risk of exposure to litigation and ensure regulatory and legislative requirements, and increase record management efficiency by speeding information retrieval and increasing employee productivity, you might consider using TAB’s File Room Outsourcing capability.

                Learn more at www.tab.com/Services.aspx or www.tab.com/BusinessIssues.aspx. 

                Tax returns, business audits & processes go faster and smoother with good, easy-to-find records.  A good goal for 2010 is to get your records into excellent shape.  It will help today and certainly in the years to come.

For a prompt, personal review, contact us at 408 . 656 . 1709