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Moving Soon? How a Move Can Move Your Records Management in the Right Direction

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Moving Soon? How a Move Can Move Your Records Management in the Right Direction

Moving Soon?  How a Move Can Move Your Records Management in the Right Direction

Moving Soon?  How a Move Can Move Your Records Management in the Right Direction

A pending office move is a wake-up call when it comes to how you are handling your critical records—if you haven’t been keeping up with your records management, moving time is payback time, and it can be expensive!

Minimizing Your Move Saves Time, Money and Risk

It will cost you more (both in time and money) to pack, move and unpack records that really should be archived or destroyed, and will make an already cumbersome process that much more unwieldy.  And moving files exponentially increases the risk that confidential information could be exposed to prying eyes, which can be enormously expensive if a privacy breach occurs.

The good news is a move can also be a terrific opportunity to put your records management efforts on the right path for efficiency and security, which will save you time, money and aggravation in the long run.  And if you do it right, you’ll never again have to deal with a massive backlog of old records—you’ll know you have only the records you need and that the rest have been securely archived or destroyed according to your records management plan.

4 Simple Steps to Minimizing Your Move and Getting Control of Your Records Forever

To fix your records management issues for good is actually a relatively easy process with four simple steps:

    • Purge the records you no longer need according to your retention schedule
    • Shred unneeded records to securely and completely destroy them
    • Move your stored records off-site, for greater efficiency, lower cost and safer storage
    • Manage your records proactively from this point forward

If you need help with any of the following tasks, we recommend you contact a RIM (Records Information Management) professional: More and more a hybrid service provider is emerging part mover and part RIM Pro. (see Admiral Movers or Admiral Records Management.

    • setting up an appropriate records retention schedule that will keep your business compliant and efficient
    • ensuring your shredding/destruction is handled securely and properly with no risk of privacy breach
    • finding a good off-site storage facility that will handle your records correctly so they (and you) are protected
    • implementing an end-to-end records management plan covering all stages of your records’ life cycle

Interested in how a move can move your records management in the right direction? A reputable RIM firm will be happy to help you handle each of the four steps to minimize your move and your records management cost and time investment.  To learn more about how we can help with any or all of your records management needs in anticipation of an upcoming move, please contact us today!

4 Ways Records Storage from a Specialist Benefits Your Company’s Bottom Line

4 Ways Records Storage from a Specialist Benefits Your Company’s Bottom Line

How Admiral Movers Earned the Trust of BankTrust for Their Big Move

How Admiral Movers Earned the Trust of BankTrust for Their Big Move
BankTrust Moves Headquarters in Mobile

BankTrust Move

BankTrust Move

Facing a huge multiple-office move, BankTrust knew they would need an experienced mover with the ability and specialized expertise to move approximately 200 employees to a new location securely and with minimal downtime.  They chose Admiral Movers for the job.

Why?  Because Admiral Movers, a Mayflower agent, offers easy solutions to all of their moving challenges.

Challenge #1:  Need Total Coordination of a Large Move Involving Approximately 200 Offices

It is difficult enough to move everything from one location to another, but with about 200 locations, BankTrust knew they needed some expert help.  They needed:

    • a comprehensive budget for the entire move
    • a plan for the move that ensured everything would come together from all of their locations as quickly as possible in their new location
    • a coordinator to make sure the movers and their other vendors could access the space in the order they needed to without conflicting or colliding with each other.  That way, essential services like voice and data connectivity would already be set up in anticipation of their arrival, there would be no parking, loading, unloading or access conflicts, and each stage of the process would be handled in the most efficient order.

For this challenge, Admiral’s Total Office Move Management was the perfect solution.

Challenge #2:  Need to Ensure Delicate, Expensive Computer Equipment is Moved Safely and Securely

BankTrust has a great deal of expensive and specialized computer equipment, and needed to know their most valuable physical assets were in good hands who would properly protect them during the transition.

Admiral’s Air-Glide Computer Move System is part of their IT Relocation Support Services, and ensures all electronics are protected by heavy-gauge, anti-static bubble wrap, securely locked down on computer carts for maximum stability, and then air-glided to their final destination.  No damage, no problem!

 

Challenge #3:  Need Guaranteed End-to-End Security of Confidential Information During the Move

Customer financial information is among the most highly-protected there is—there is absolutely no room for exposure of confidential information whatsoever.  The penalties are just too high.

Admiral offers Secure Chain-of-Custody Relocation, which ensures total compliance with all security requirements during your entire move, from packing to unpacking and everything in-between.  So BankTrust knows without question they (and their customers) will be fully protected during the move.

Challenge #4:  Need Someone They Can Trust to Handle the Job Right, with Total Accountability

Admiral has a proven track record of service and success in complex, multiple-location moves involving expensive equipment and requiring ultra-tight security—the certainty that the move would be done right is what finally convinced BankTrust that Admiral would be the right choice.

If your firm like a BankTrust Move needs help with a big move, let a true professional sweat the details for you—please contact Admiral today to learn more about our full menu of specialized moving services!

Take Your Office Paperless with Intelligent Archiving

Take Your Office Paperless with Intelligent Archiving

Intelligent Archiving

Intelligent Archiving is the ultimate in scan-on-demand efficiency for clients who need immediate access to records, have multiple locations, have offices in other cities or states, or who are going paperless. Rather than pulling and delivering a file, the file is traced, scanned, and returned to its storage location in Admiral’s protected records center. The file can be accessed via a secure web connection or delivered to your server, email, or wherever you choose.

Intelligent Archiving

Intelligent Archiving

Going Paperless

When a business wants to go paperless, the common notion is the need to grab all old files and documents and scan them. This “back-file processing” is just impractical (the cost alone will blind you) when you realize over time you need only 5-10% of the information.

Archive Intelligently

We have the solution. First, implement a paperless system going forward (“day-forward processing”). Second, place your old files in our records center, and, using Intelligent Archiving, Admiral will scan your files when you need them. When you request a file or document we will retrieve, scan and deliver it to you in a digital format. You can then download these files onto your server, document management system, or we can provide you with a disc. Effectively you will be saving money and time by archiving only the documents you need. That’s intelligent.

Benefits

Intelligent Archiving is the ultimate in killing two birds with one stone. You save time and the cost of shipment or delivery, while at the same time digitally archiving the file. We are here to help you manage the task of dealing with today’s information rich world.

Digital archiving at Admiral is scalable – virtually limitless. InfoKeeper, our client on-line records management software, is web-based and backed up to secure data servers, giving you full control over which documents you want and when. And, because the data is web-based, you only pay for the Internet space you need.

To help make the transition to paperless smooth, efficient, and cost-effective, you can set an automatic destruction date for your paper documents. In addition, having your digitized records on a secure server provides protection in the event of a disaster should the unthinkable occur.

Intelligent Archiving gives you peace of mind knowing you are streamlining operations, increasing productivity, and giving your employees more time to focus their attention on customer satisfaction.

Intelligent Archiving works like this

    • You request a file using our software or through email, fax, or even a phone call
    • We locate and pull your record, then digitally scan it
    • Your document is uploaded to a secure web portal or to your email
    • You can leave it on the web repository, forward it to email, print it, or archive it to your server

For more information regarding the intelligent archiving solution fill out the form to the right, or call 334-396-5430 to find out more about archiving intelligently and its benefits.

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