ScanBox provides records retention and document management consulting services for companies and organizations. We will implement policies, procedures, and conduct records retention training. We also work with you and your staff to ensure that you are using retention policies and procedures that meet federal, state, and industry requirements.
Many companies don’t realize that there are numerous federal, state, and industry requirements that must be followed for legal records retention. Your records are not only important for the information that they hold, but they can also be used in a court of law. The problem for many companies is that they don’t know what paperwork to keep: All of it? Some of it? Only older documents? They also don’t know what to throw away, and the length of time their documents should be kept. (Some documents must be kept for decades, or you are opening your company up to serious liability consequences.)
The length of time your company or organization needs to legally retain its documents differs from federal, state, and industry-specific standpoint. We know how difficult it can be to determine what to keep and what to throw away. Sometimes, companies keep documents “just to be on the safe side,” not realizing that every document that is kept past its legal retention date can still be used in court.
We know this seems overwhelming. ScanBox has a process in place to help companies and organizations of any size safely digitize, organize, and attributize your documents so you can have 24/7 access to them.
We provide searchable documents that can be accessed at any time. Instead of giving box after box of your records to a third party – where your information is essentially held hostage until it can be retrieved for its needed purpose – you should digitize them.
ScanBox’s consulting services include a review of your current records retention policies. We will identify any gaps with your policies and then work with you design a solution that meets all government and industry guidelines.
Going forward, you’ll use a searchable, efficient document management system for all of your records, saving you time and money.
What are your strengths, weakness, and gaps? ScanBox provides an in-depth gap analysis to show how your records program measures up against best practices.
Is your retention schedule up to date and legally defensible? Due diligence is conducted. We share our knowledge to ensure your questions and concerns are answered.
We work with you to reengineer existing records retention processes and develop educational material; the best records retention program in the world will not work if personnel are not aware of the requirements of records retention and the role they play in the life of documents.
Audits are more than financials. Are your records retention policies and procedures compliant with ISO 15489-1:2016, or DFARS 252.204-7012?ARE YOU READY FOR YOUR AUDIT?