DOCUMENT MANAGEMENT SERVICES
We Turn Aggravation Into Assets
Time spent throughout the document lifecycle and getting access to documents when and where you need them is a constant source of aggravation. At Emerald, we turn your aggravation into valuable digital assets. We offer innovative, cost-effective document management solutions that allow your team to get the information they need, when and where they need it.
Whether you need to capture, secure, deliver, share and ultimately destroy documents and information, Emerald is here to help with efficient and easy-to-use solutions that allow you to streamline your operations and ease the transfer of data throughout your organization.
DOCUMENT SCANNING
Document Scanning projects usually begin the same way. It seems easy enough to convert paper using a scanner, but the truth is that there’s a lot more that goes into the scanning process. Our Services alleviate your headaches and let you rely on our team to handle your document imaging needs.
- Convert your frequently accessed business documents to electronic images for fast and secure search and retrieval.
- Reduce time spent searching, printing, copying, emailing, and refiling paper documents.
- Streamline workflows, improve productivity, safeguard sensitive documents and maintain compliance with digital documents
Document Management SOFTWARE
As more companies implement Document Management Systems and require instant access to critical corporate and customer information, they’re confronted with the reality that scanning all of the legacy paper information is often a bigger challenge than initially expected. Emerald offers the experience and expertise to simplify this process.
- Our cloud-based document software allows for search, retrieve, print, email, copy and share of your documents directly from the system once they have been scanned.
- Create custom workflows and electronic forms that will increase your team’s efficiency.
- We offer a free demo of our cloud based document management software, and will train your staff.
DOCUMENT STORAGE
Document Storage helps you save money by sending your documents offsite and letting you make better use of your valuable office space. The result is reduced costs, and improved efficiency as your staff won’t be overwhelmed by mountains of paper.
- Eliminate the need to store records on-site, allowing for better space utilization.
- Scan On-Demand – if you need a document while it is stored with us, simply make a request, and we will scan and send it securely the same day.
- Peace of mind knowing your documents are safely stored in our climate controlled, water-proof, and fire-proof facility.
Medical Records Custodian
After a physician or medical facility closes its doors, patient medical records must continue to be available for retrieval for many different reasons. A custodian of records has the responsibility of safeguarding records for the duration they are required to be protected, according to law. In the case of medical records, a records custodian aside from maintaining the integrity of the files, must protect the privacy of the individual according to HIPAA standards.
- Easy, quick patient notification
- Assistance with packing & transportation
- Transfer assistance with existing electronic systems
- Reliable future request processing either by secure electronic transfer or US Mail
Document Destruction
When choosing a partner to provide document shredding and destruction for your business, it’s critical to ensure that they care for your valuable and confidential information as if it was their own.
- We work with companies across several verticals, so we can provide trusted advice and proven best practices for what to shred and when.
- We provide a Certified Letter of Destruction to account for and document what is being shredded.
- Convenient scheduling that allows for both on-site and off-site shredding services.
We'd Love to Help
Document Management is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or, in some cases, archival preservation) of records. With over 20 years of experience in helping clients improve their information access and retrieval, Emerald Document Imaging has opened our Document Storage Facility to help businesses of all sizes take advantage of off-site, Secure Document Storage.
However, the Document Management process does not stop once documents are sent to Emerald. Our team of experts will help implement a Document Management Strategy for your company to ensure that you retain all of your critical business information for as long as it is needed. As importantly, we’ll help you discard information and content that is no longer required.
When selecting a document management partner, we suggest that you keep in mind that this choice is much more critical than it may seem. In the modern workplace, information is critical to productivity, and timely, efficient retrieval of that information is paramount. Therefore, we’ve developed our 7-Key Questions that we recommend that everyone asks to their current or prospective document management partner.
6 KEY QUESTIONS
What policies and procedures are in place to ensure the security of my information?
Emerald’s Secure Document Storage Facility is monitored via Central Station 24 x 7 x 365, and all of our employees are under very strict confidentiality and non-disclosure agreements. The security and confidentiality of your information is paramount to our effective operation.
In the unlikely event of a disaster, do you offer Document Replacement Coverage?
This is one of the biggest secrets in the document storage business. Unlike most providers, in the unlikely event of a disaster, Emerald offers both Valuable Papers Insurance and Warehouse Legal Liability Insurance. That means if your records are ever destroyed or mishandled while under our care, we will underwrite the cost to replace them.
Will you be proactive about maintaining my archive and suggesting document destruction when appropriate?
We believe that you shouldn’t continue to pay for information that you don’t have a practical or legal need to maintain. Our team of professionals will be proactive about enforcing a true records retention schedule to help you more effectively manage your information.
How much will off-site storage cost me? Are there any hidden fees?
We don’t believe that document storage should be expensive, and figuring out your bill shouldn’t require a graphing calculator. We provide a complete fee schedule to all of our clients to avoid surprises. Typically, our prices are significantly lower than self-storage units or other document storage vendors.
Do you offer online hosting for my critical business documents?
Emerald offers online document hosting through cloud-based Document Management Systems. This means that you can store your most critical information in a secure, hosted online repository and ensure access at any time from anywhere. We understand that your business records go beyond just paper files.
Do you charge hostage fees or penalties for removing my documents from storage?
Explore the Benefits
Consider the Emerald Difference
Security
Conveniently located in Long Island, NY, our secure, climate-controlled facility offers a great place to store your valuable business records.
Reliability
We are active members of many Document Management Industry Organizations, including PRISM, AIIM, and ARMA.
Competitive Rates
We offer competitive document storage rates and some of the most flexible and comprehensive service level agreements in the Records Management industry. No long-term contracts or permanent removal charges.
Full Service
Emerald will handle all the steps of the process from the initial free consultation through the secure document destruction or upload to an online document hosting solution.
Ready to Upgrade Your Document Management?
Whether you’d like to get more office space by outsourcing your documents or decide that you’d like to automate your current document workflow, Emerald is here to help!
Let’s talk about your needs — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900