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10 Benefits of Digital Archiving
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1. |
Save Money- Save up to 66% of
traditional archiving expenses. No more off-site
storage fees, reproduction costs, shipping costs. |
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2. |
Save Time- Find
documents in seconds! Filing, re-filing,
packaging, and reproduction tasks eliminated. |
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3. |
Save Space- 1 CD =
1000 blueprints or 7 banker boxes of documents.
No more filing cabinets, boxes, or shelves
cluttering the office. |
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4. |
Disaster Recovery-
Documents are protected on CDs, servers, or on
the internet from disasters such as fires,
floods, tornados, etc. |
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5. |
Productivity- More
revision options, faster retrieval and turn
around times, access to large quantities of
information at desk which leads to increased
productivity. |
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6. |
Communication and
Collaboration- Many people can access the
same information from their desks enabling
conference calls, emailing, and better interaction. |
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7. |
Improved
Levels of Client Satisfaction– Reduced
call-back times, repair times, and up-to-date
information at fingertips improving client
satisfaction. |
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8. |
Accuracy and Security-
No more misfiled, lost, borrowed, stolen
documents, accurate revision histories.
Security features may be added (password
protection). |
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9. |
Go Green- Paper is
saved from fewer copies being made, fuel for
transportation is saved by emailing documents
instead of mailing, originals may be recycled. |
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10. |
Long term
preservation – No more deterioration,
fading, rips, stains, tears, holes, mold, etc.
Image quality may be improved by increasing the
contrast, etc. |
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Security
archSCAN helps
organize and convert paper documents
into a
digital format.
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Fire and Security
Alarms
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Log-in/Log-out of
Documents
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Secure Computer
Networks
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Information Back-Up
System
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Background Checks on
All Employees
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Privacy/Confidentiality
Agreement
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Protecting our clients'
information is archSCAN, LLC's top priority.
We have taken several measures to protect the data
physically and electronically to ensure the safe storage
of every document given to us to scan.
Physical Storage
Our facilities are equipped with a brand new security
system which alerts the police department or fire
department if any breach of security occurs. All
windows and doors are wired to the system. Each
employee has a different security code to enter the
building so that a record of who is coming and going is
recorded.
While on our facility, paper documents are logged-in and
logged-out. Therefore a record of how many
boxes have arrived and how many leave is maintained.
Additionally, the documents are stored on shelves which
are several feet off the ground to protect them from any
minor flooding (which has never happened and is unlikely
to occur at our facility).
Electronic Storage
In today’s society, it is also important to protect
information electronically. Therefore, archSCAN has two
separate networks: an administrative network which is
connected to the internet, and a scanning network, which
is not connected to the internet. This prevents any
internet “hackers” from having access to any of the
information that we are scanning. Each of our
networks is password protected allowing access to only
authorized individuals.
In addition, archSCAN keeps electronic copies of all of
the scanned information on our server which is backed up
daily at our production center. We keep a second copy
on CD or DVD of all of the information at our
headquarters located in Annapolis, MD. This method
ensures that the information will not be lost if
disaster strikes at one of our locations. It is
maintained for the long-term storage of the
information. Documents may be destroyed after a certain
period (i.e. 365 days) at the client’s request or we may
not keep a copy of the information at all, especially if
it is of a sensitive nature. We have had many instances
where clients have lost their information and contacted
us years later for additional copies of the CDs that we
made for them.
Employee Background Checks
All of archSCAN employees have had extensive background
checks. A thorough investigation is conducted
researching criminal, workman’s compensation, and MVA
records. We also contact prior employers and references
for each employee.
In addition to allowing us to perform background checks,
all of our employees sign a privacy/confidentiality
agreement stating that none of the information scanned
will be shared or removed from the archSCAN premises for
any reason.
Contact us today!!
Call us at 410-974-8183 or by
email at
archscan@comcast.net
To reach the production center, please call
443-242-7318. |
