SAXON ARCHIVES

Operating and serving the entire State of Florida, Saxon Archives offers quality service and flexibility to meet your records management needs. If you need Document Scanning Services, Mobile Shredding Services, or Document Management Services, call us.

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New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/your-trusted-boca-raton-florida-document-storage-company/

Your Trusted Boca Raton Florida Document Storage Company

Dealing with piles of documents can be a real hassle – especially when you start to run out of space. Not only is it hard to store the files, you also need to find a way to easily organize and retrieve the ones you need. And what about deciding who you should send to keep everything organized? If your business is starting to get overwhelmed with all the documents you have stored, it might be time to start looking for a Boca Raton document storage company to help.

If you’re considering off-site document storage, here are some ways Saxon Archives’ secure warehouses can help:

Secure off-site storage frees up clutter: Whether you’re storing your files in your office, or you’re keeping them in a storage facility, they can pile up quickly. All this extra clutter makes it difficult to find the files you need when you need them, and can really cut into productivity.

Full-time staff ensures easy organization and safety: Instead of taking your staff off important tasks to have them store, retrieve, or organize files, our full-time staff can make the job much eaiser, and do it more efficiently and effectively.

Dedicated warehouses and equipment ensure safe storage: Not only does keeping extra files around your office or in a self-storage unit make for unnecessary clutter, it also poses a significant fire hazard. Our fully-staffed and specially dedicated warehouses make sure that your files stay safe from fire, water, or any other possible damage.

Saxon Archives also offers a digital storage program, which not only can keep your files in a safe, digital format, but can also be easily searched and retrieved. Our expert staff and specially designed equipment can quickly have your documents converted to digital copies stored securely on our servers.

Keep your documents safe today. Whether you’d rather have your documents secured physically, kept in a digital database, or some combination of the two, Saxon Archives is here to provide you with stress-free document storage solutions. Contact us through our website, or call us at 561-882-1170 today.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/jupiter-file-scanning-makes-file-storage-and-organization-a-snap/

Jupiter File Scanning Makes File Storage and Organization a Snap!

Your Jupiter File Scanning Experts!

Whether your office in Jupiter is being overrun by old files, or you’re looking for a better way to organize your files before they overrun your office, finding a service to handle the clutter is important. Whether you prefer your files organized and stored physically, or scanned and stored digitally, Saxon Archives can help.

Compared to traditional physical file storage options, file scanning is much more convenient and easy to use. Here’s why:

Ease of Storage: Since your files are stored digitally, they take up less space and are better protected from damage or theft. With the aid of professional equipment, our expert staff can make sure your files are efficiently scanned and secured quickly and without hassle. There’s no need to struggle with boxes or manually reorganize your files.

Ease of Retrieval: Long gone are the days of sending Jeff from IT down to the storage facility to grab a single file. Whether you’d prefer to access your digitally stored files online or through a specially provided Saxon software suite, you can access files you need whenever and wherever you want – and with whomever you want. Sending and sharing files just got much easier. Anybody authorized to access the stored files can do it at the same time, cutting out any need for making potentially sensitive copies that would have to be destroyed after use.

Ease of Organization: Everybody knows the biggest drawback to physical document storage is just how long it takes to organize your files. Fortunately, digital storage makes this problem so much more manageable. Each file is tagged with a keyword when it’s entered into the system. Whenever you need to find a file, just search for the relevant keywords to browse any files matching that description.

Whether you’d prefer to have the physical copies of your digitally secured files stored in one of our dedicated off-site facilities, or destroyed, Saxon Archives is ready to help as well. If you’re looking for solutions in Jupiter for your file storage issues, visit our website, or call us at 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/wellington-file-scanning-makes-file-storage-and-organization-a-snap/

Wellington File Scanning Makes File Storage and Organization a Snap!

Your Wellington File Scanning Experts!

Whether your office in Wellington is being overrun by old files, or you’re looking for a better way to organize your files before they overrun your office, finding a service to handle the clutter is important. Whether you prefer your files organized and stored physically, or scanned and stored digitally, Saxon Archives can help.

Compared to traditional physical file storage options, file scanning is much more convenient and easy to use. Here’s why:

Ease of Storage: Since your files are stored digitally, they take up less space and are better protected from damage or theft. With the aid of professional equipment, our expert staff can make sure your files are efficiently scanned and secured quickly and without hassle. There’s no need to struggle with boxes or manually reorganize your files.

Ease of Retrieval: Long gone are the days of sending Jeff from IT down to the storage facility to grab a single file. Whether you’d prefer to access your digitally stored files online or through a specially provided Saxon software suite, you can access files you need whenever and wherever you want – and with whomever you want. Sending and sharing files just got much easier. Anybody authorized to access the stored files can do it at the same time, cutting out any need for making potentially sensitive copies that would have to be destroyed after use.

Ease of Organization: Everybody knows the biggest drawback to physical document storage is just how long it takes to organize your files. Fortunately, digital storage makes this problem so much more manageable. Each file is tagged with a keyword when it’s entered into the system. Whenever you need to find a file, just search for the relevant keywords to browse any files matching that description.

Whether you’d prefer to have the physical copies of your digitally secured files stored in one of our dedicated off-site facilities, or destroyed, Saxon Archives is ready to help as well. If you’re looking for solutions in Wellington for your file storage issues, visit our website, or call us at 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/i-thought-we-shredded-that-how-off-site-shredding-in-martin-county-can-assist-medical-providers-in-hipaa-compliance/

I Thought We Shredded That!...How Off-site Shredding in Martin County can Assist Medical Providers in HIPAA Compliance

EMR and HIPAA and Microfiche, Oh My!

277,000 Texas residents were recently the victim of possible HIPAA violations when their personal information was found floating through a local park, among other locations, in the form of microfiche. HealthCare IT News reports that the entire Texas Health System stated “We deeply regret the inconvenience to you…To help prevent something like this from happening in the future” they have hired an alternative off-site shredding company.

How comfortable are you with your current document shredding provider?

Recents changes in HIPAA compliance measures, as reported by American Medical News, highlights the need to understand and adhere to new mandates for privacy protection. ”For physicians, a business associate may be any firm that handles patient data…With contractors becoming as fully liable as everyone else affected by HIPAA, physicians’ offices are going to take on additional legal responsibilities as well…To make matters even more challenging, there are significant potential fines associated with these violations, upwards of $1 million-plus for particularly egregious cases”.

Unless your organization has a million-plus saved for the worst-case scenario of privacy breach by a business associate (or worse, your own company employees), you should take a moment to review what the regulations entail. You also should take a close look at your document storage and shredding system to ensure that the proper safeguards are in place and accountability exists for your protection. What protections should be in place?

Your Martin County Off-site Shredding business partners should be able to provide a secure, self-contained truck for the shredding process. Large, high-volume shredders should complete the destruction within minutes, and a Certificate of Destruction is issued at the time of service.

Collection of Personal Information Documents between shredding dates should be maintained in secure collection containers. Does your document shredding service provide you with an unlimited number of containers that meet your needs?

Knowing that you collect the following list of potentially costly personal information sources means that you should be concerned about the risk of accidental violations.

• Credit information • Legal documents • Personnel records • Tax records • X Rays • Blueprints • Applications for employment • Payroll data • Social Security Numbers • Signatures • Correspondence • Patient or medical information • Plastic credit and ID cards • Deceased family member records • Junk mail with your name & address • Incidental records • Microfilm & Microfiche • CD’s, Data back-up tapes • Old or obsolete files • Customer lists & records • Bids and quotations • Invoices • Contracts • Inventory lists • R & D reports • Budget plans • Business & marketing plans • Accounting info • Canceled and blank checks • Credit card receipts & statements

If you would like an assessment of your current collection, storage, and shredding practices, we invite you to contact us and let our trained professionals guide you toward an effective system.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/how-much-do-you-trust-your-saint-lucie-county-staff-to-do-bulk-document-scanning/

How Much Do You Trust Your Saint Lucie County Staff to do Bulk Document Scanning?

Bulk Document Scanning in Saint Lucie County

A PDF from a .gov source gives these helpful hints for those wishing to preserve documents through scanning-

Prepare the document- remove dirt or particles from the paper or photo. Also ensure that the scanner surface is clear of any smudges that may interfere with obtaining a clear scan.

Select your preferred scanning method- bitonal, greyscale, or color. Best document scans are taken at 300dpi (dots per inch).

Scan and save- For bitonal, use group IV TIFF file format, greyscale requires JPEG (.jpg) medium quality, and color is best in JPEG-medium for direct scanning, or JPEG-high for those that will be enlarged or re-printed.

Check access and storage- Make sure that the file is saved correctly and able to be accessed for future use. Back-up is recommended to an outside source such as a disc or external drive.

Simple, right?

Knowing that these are the very basics necessary to scan and store a file, would you trust your staff to perform bulk document scanning of important documents or client files?

What is your back-up source?

Do you have more than one, and is one off-site?

How do you organize your files once they are scanned?

Do you keep your originals? Onsite or off?

Are you ready for a simpler, more reliable solution?

Professional document storage and scanning companies work with goals in mind- your goals. They also work efficiently knowing that the better they perform, the more business they will receive. A good document scanning and storage company will give you the benefit of their expertise in training your staff to perform these duties…a great one will handle it all for you using outsourcing to eliminate distraction in your Saint Lucie County office. How does this work? And more importantly, can you afford it?

Saxon Archives is a Saint Lucie County organization whose mission is “…to provide the highest quality service in the Off-Site Record Storage industry”. The company services Martin, Palm Beach, Avon Park, Hendry, Highlands, Lake Placid, Okeechobee, Sebring, Lee, Charlotte, Collier, South Florida and St. Lucie Counties to ensure that they are where you need them, when you need them to be there. Whether you need shredding, scanning, storage, image hosting, or media vaulting, we would invite you to contact us so that we may introduce you to the simplicity and reliability of our services.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/outsource-document-scanning-in-glades-county-to-saxon-archives/

Outsource Document Scanning in Glades County to Saxon Archives

Outsource Document Scanning in Glades County

Paper! It’s the scourge of the digital age, but also the opportunity. The paper is all around us. It’s on your desk, in the file cabinets, on the floor. There are hoarders, who can’t bear to part with anything. But, our accountants tell us to save our financial documents for seven years. Even the neatest person has paper somewhere. What about the slides from your vacations, which you keep saying you’ll scan so they are easily available?

There is so much emphasis these days on DIY – Do It Yourself – even if you are not an expert. “I’ll do it on the weekend,” you think. Then, the weekend arrives and shopping may look more attractive than the daunting task of facing that paper. Inevitably, the job never gets completed or is done in piecemeal. DIY turns out not to be faster or efficient.

You have to realize when it’s time to Outsource Document Scanning in Glades County. That’s when you contact Saxon Archives. In the June 27 PayScale Career News.com, Donna Smallin Kuper of Unclutter.com lists 10 organizational tips for professionals. First on the list is to digitize documents, but seems to imply DIY. Tips 2, 3, and 4 deals with being able to manage and retrieve those files from a secure server, recommending investigating cloud services.

Saxon Archives can handle all four and the best part is in a timely and cost efficient manner. Perhaps, one of the most important factors is focus. This is what Saxon Archives does, it is their expertise, and they are not trying to fit this in between preparing for that big presentation.

Saxon’s staff doesn’t just scan documents and files. They make sure each page has scanned correctly. After completing scanning, Saxon Archives provides access to the documents with either a software package or online site. Any digital images can be imported into any graphics software.

Here are a few more important reasons why you should outsource document scanning in Glades County to Saxon Archives:

Each project has specific performance goals for the staff, meaning jobs are continually completed faster, but without sacrificing quality.

Because this work is Saxon Archive’s job, they can better estimate when the project will be completed. They can satisfy your goals and needs.

The staff knows how to use the technology, so no one is learning as they go along. They can provide excellent support to clients.

Saxon Archives has the proper equipment to do any job.

By outsourcing to Saxon, no employee’s time is being taken away from the important duties of the business.

Now that you are convinced, contact us or call 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/your-trusted-delray-beach-florida-document-storage-company/

Your Trusted Delray Beach Florida Document Storage Company

Dealing with piles of documents can be a real hassle – especially when you start to run out of space. Not only is it hard to store the files, you also need to find a way to easily organize and retrieve the ones you need. And what about deciding who you should send to keep everything organized? If your business is starting to get overwhelmed with all the documents you have stored, it might be time to start looking for a Delray Beach document storage company to help.

If you’re considering off-site document storage, here are some ways Saxon Archives’ secure warehouses can help:

Secure off-site storage frees up clutter: Whether you’re storing your files in your office, or you’re keeping them in a storage facility, they can pile up quickly. All this extra clutter makes it difficult to find the files you need when you need them, and can really cut into productivity.

Full-time staff ensures easy organization and safety: Instead of taking your staff off important tasks to have them store, retrieve, or organize files, our full-time staff can make the job much eaiser, and do it more efficiently and effectively.

Dedicated warehouses and equipment ensure safe storage: Not only does keeping extra files around your office or in a self-storage unit make for unnecessary clutter, it also poses a significant fire hazard. Our fully-staffed and specially dedicated warehouses make sure that your files stay safe from fire, water, or any other possible damage.

Saxon Archives also offers a digital storage program, which not only can keep your files in a safe, digital format, but can also be easily searched and retrieved. Our expert staff and specially designed equipment can quickly have your documents converted to digital copies stored securely on our servers.

Keep your documents safe today. Whether you’d rather have your documents secured physically, kept in a digital database, or some combination of the two, Saxon Archives is here to provide you with stress-free document storage solutions. Contact us through our website, or call us at 561-882-1170 today.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/boca-raton-file-scanning-makes-file-storage-and-organization-a-snap/

Boca Raton File Scanning Makes File Storage and Organization a Snap!

Your Boca Raton File Scanning Experts!

Whether your office in Boca Raton is being overrun by old files, or you’re looking for a better way to organize your files before they overrun your office, finding a service to handle the clutter is important. Whether you prefer your files organized and stored physically, or scanned and stored digitally, Saxon Archives can help.

Compared to traditional physical file storage options, file scanning is much more convenient and easy to use. Here’s why:

Ease of Storage: Since your files are stored digitally, they take up less space and are better protected from damage or theft. With the aid of professional equipment, our expert staff can make sure your files are efficiently scanned and secured quickly and without hassle. There’s no need to struggle with boxes or manually reorganize your files.

Ease of Retrieval: Long gone are the days of sending Jeff from IT down to the storage facility to grab a single file. Whether you’d prefer to access your digitally stored files online or through a specially provided Saxon software suite, you can access files you need whenever and wherever you want – and with whomever you want. Sending and sharing files just got much easier. Anybody authorized to access the stored files can do it at the same time, cutting out any need for making potentially sensitive copies that would have to be destroyed after use.

Ease of Organization: Everybody knows the biggest drawback to physical document storage is just how long it takes to organize your files. Fortunately, digital storage makes this problem so much more manageable. Each file is tagged with a keyword when it’s entered into the system. Whenever you need to find a file, just search for the relevant keywords to browse any files matching that description.

Whether you’d prefer to have the physical copies of your digitally secured files stored in one of our dedicated off-site facilities, or destroyed, Saxon Archives is ready to help as well. If you’re looking for solutions in Boca Raton for your file storage issues, visit our website, or call us at 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/i-thought-we-shredded-that-how-off-site-shredding-in-stuart-can-assist-medical-providers-in-hipaa-compliance/

I Thought We Shredded That!...How Off-site Shredding in Stuart can Assist Medical Providers in HIPAA Compliance

EMR and HIPAA and Microfiche, Oh My!

277,000 Texas residents were recently the victim of possible HIPAA violations when their personal information was found floating through a local park, among other locations, in the form of microfiche. HealthCare IT News reports that the entire Texas Health System stated “We deeply regret the inconvenience to you…To help prevent something like this from happening in the future” they have hired an alternative off-site shredding company.

How comfortable are you with your current document shredding provider?

Recents changes in HIPAA compliance measures, as reported by American Medical News, highlights the need to understand and adhere to new mandates for privacy protection. ”For physicians, a business associate may be any firm that handles patient data…With contractors becoming as fully liable as everyone else affected by HIPAA, physicians’ offices are going to take on additional legal responsibilities as well…To make matters even more challenging, there are significant potential fines associated with these violations, upwards of $1 million-plus for particularly egregious cases”.

Unless your organization has a million-plus saved for the worst-case scenario of privacy breach by a business associate (or worse, your own company employees), you should take a moment to review what the regulations entail. You also should take a close look at your document storage and shredding system to ensure that the proper safeguards are in place and accountability exists for your protection. What protections should be in place?

Your Stuart Off-site Shredding business partners should be able to provide a secure, self-contained truck for the shredding process. Large, high-volume shredders should complete the destruction within minutes, and a Certificate of Destruction is issued at the time of service.

Collection of Personal Information Documents between shredding dates should be maintained in secure collection containers. Does your document shredding service provide you with an unlimited number of containers that meet your needs?

Knowing that you collect the following list of potentially costly personal information sources means that you should be concerned about the risk of accidental violations.

• Credit information • Legal documents • Personnel records • Tax records • X Rays • Blueprints • Applications for employment • Payroll data • Social Security Numbers • Signatures • Correspondence • Patient or medical information • Plastic credit and ID cards • Deceased family member records • Junk mail with your name & address • Incidental records • Microfilm & Microfiche • CD’s, Data back-up tapes • Old or obsolete files • Customer lists & records • Bids and quotations • Invoices • Contracts • Inventory lists • R & D reports • Budget plans • Business & marketing plans • Accounting info • Canceled and blank checks • Credit card receipts & statements

If you would like an assessment of your current collection, storage, and shredding practices, we invite you to contact us and let our trained professionals guide you toward an effective system.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/how-much-do-you-trust-your-martin-county-staff-to-do-bulk-document-scanning/

How Much Do You Trust Your Martin County Staff to do Bulk Document Scanning?

Bulk Document Scanning in Martin County

A PDF from a .gov source gives these helpful hints for those wishing to preserve documents through scanning-

Prepare the document- remove dirt or particles from the paper or photo. Also ensure that the scanner surface is clear of any smudges that may interfere with obtaining a clear scan.

Select your preferred scanning method- bitonal, greyscale, or color. Best document scans are taken at 300dpi (dots per inch).

Scan and save- For bitonal, use group IV TIFF file format, greyscale requires JPEG (.jpg) medium quality, and color is best in JPEG-medium for direct scanning, or JPEG-high for those that will be enlarged or re-printed.

Check access and storage- Make sure that the file is saved correctly and able to be accessed for future use. Back-up is recommended to an outside source such as a disc or external drive.

Simple, right?

Knowing that these are the very basics necessary to scan and store a file, would you trust your staff to perform bulk document scanning of important documents or client files?

What is your back-up source?

Do you have more than one, and is one off-site?

How do you organize your files once they are scanned?

Do you keep your originals? Onsite or off?

Are you ready for a simpler, more reliable solution?

Professional document storage and scanning companies work with goals in mind- your goals. They also work efficiently knowing that the better they perform, the more business they will receive. A good document scanning and storage company will give you the benefit of their expertise in training your staff to perform these duties…a great one will handle it all for you using outsourcing to eliminate distraction in your Martin County office. How does this work? And more importantly, can you afford it?

Saxon Archives is a Martin County organization whose mission is “…to provide the highest quality service in the Off-Site Record Storage industry”. The company services Martin, Palm Beach, Avon Park, Hendry, Highlands, Lake Placid, Okeechobee, Sebring, Lee, Charlotte, Collier, South Florida and St. Lucie Counties to ensure that they are where you need them, when you need them to be there. Whether you need shredding, scanning, storage, image hosting, or media vaulting, we would invite you to contact us so that we may introduce you to the simplicity and reliability of our services.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/outsource-document-scanning-in-hendry-county-to-saxon-archives/

Outsource Document Scanning in Hendry County to Saxon Archives

Outsource Document Scanning in Hendry County

Paper! It’s the scourge of the digital age, but also the opportunity. The paper is all around us. It’s on your desk, in the file cabinets, on the floor. There are hoarders, who can’t bear to part with anything. But, our accountants tell us to save our financial documents for seven years. Even the neatest person has paper somewhere. What about the slides from your vacations, which you keep saying you’ll scan so they are easily available?

There is so much emphasis these days on DIY – Do It Yourself – even if you are not an expert. “I’ll do it on the weekend,” you think. Then, the weekend arrives and shopping may look more attractive than the daunting task of facing that paper. Inevitably, the job never gets completed or is done in piecemeal. DIY turns out not to be faster or efficient.

You have to realize when it’s time to Outsource Document Scanning in Hendry County. That’s when you contact Saxon Archives. In the June 27 PayScale Career News.com, Donna Smallin Kuper of Unclutter.com lists 10 organizational tips for professionals. First on the list is to digitize documents, but seems to imply DIY. Tips 2, 3, and 4 deals with being able to manage and retrieve those files from a secure server, recommending investigating cloud services.

Saxon Archives can handle all four and the best part is in a timely and cost efficient manner. Perhaps, one of the most important factors is focus. This is what Saxon Archives does, it is their expertise, and they are not trying to fit this in between preparing for that big presentation.

Saxon’s staff doesn’t just scan documents and files. They make sure each page has scanned correctly. After completing scanning, Saxon Archives provides access to the documents with either a software package or online site. Any digital images can be imported into any graphics software.

Here are a few more important reasons why you should outsource document scanning in Hendry County to Saxon Archives:

Each project has specific performance goals for the staff, meaning jobs are continually completed faster, but without sacrificing quality.

Because this work is Saxon Archive’s job, they can better estimate when the project will be completed. They can satisfy your goals and needs.

The staff knows how to use the technology, so no one is learning as they go along. They can provide excellent support to clients.

Saxon Archives has the proper equipment to do any job.

By outsourcing to Saxon, no employee’s time is being taken away from the important duties of the business.

Now that you are convinced, contact us or call 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/delray-beach-file-scanning-makes-file-storage-and-organization-a-snap/

Delray Beach File Scanning Makes File Storage and Organization a Snap!

Your Delray Beach File Scanning Experts!

Whether your office in Delray Beach is being overrun by old files, or you’re looking for a better way to organize your files before they overrun your office, finding a service to handle the clutter is important. Whether you prefer your files organized and stored physically, or scanned and stored digitally, Saxon Archives can help.

Compared to traditional physical file storage options, file scanning is much more convenient and easy to use. Here’s why:

Ease of Storage: Since your files are stored digitally, they take up less space and are better protected from damage or theft. With the aid of professional equipment, our expert staff can make sure your files are efficiently scanned and secured quickly and without hassle. There’s no need to struggle with boxes or manually reorganize your files.

Ease of Retrieval: Long gone are the days of sending Jeff from IT down to the storage facility to grab a single file. Whether you’d prefer to access your digitally stored files online or through a specially provided Saxon software suite, you can access files you need whenever and wherever you want – and with whomever you want. Sending and sharing files just got much easier. Anybody authorized to access the stored files can do it at the same time, cutting out any need for making potentially sensitive copies that would have to be destroyed after use.

Ease of Organization: Everybody knows the biggest drawback to physical document storage is just how long it takes to organize your files. Fortunately, digital storage makes this problem so much more manageable. Each file is tagged with a keyword when it’s entered into the system. Whenever you need to find a file, just search for the relevant keywords to browse any files matching that description.

Whether you’d prefer to have the physical copies of your digitally secured files stored in one of our dedicated off-site facilities, or destroyed, Saxon Archives is ready to help as well. If you’re looking for solutions in Delray Beach for your file storage issues, visit our website, or call us at 561-882-1170.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/your-trusted-boynton-beach-florida-document-storage-company/

Your Trusted Boynton Beach Florida Document Storage Company

Dealing with piles of documents can be a real hassle – especially when you start to run out of space. Not only is it hard to store the files, you also need to find a way to easily organize and retrieve the ones you need. And what about deciding who you should send to keep everything organized? If your business is starting to get overwhelmed with all the documents you have stored, it might be time to start looking for a Boynton Beach document storage company to help.

If you’re considering off-site document storage, here are some ways Saxon Archives’ secure warehouses can help:

Secure off-site storage frees up clutter: Whether you’re storing your files in your office, or you’re keeping them in a storage facility, they can pile up quickly. All this extra clutter makes it difficult to find the files you need when you need them, and can really cut into productivity.

Full-time staff ensures easy organization and safety: Instead of taking your staff off important tasks to have them store, retrieve, or organize files, our full-time staff can make the job much eaiser, and do it more efficiently and effectively.

Dedicated warehouses and equipment ensure safe storage: Not only does keeping extra files around your office or in a self-storage unit make for unnecessary clutter, it also poses a significant fire hazard. Our fully-staffed and specially dedicated warehouses make sure that your files stay safe from fire, water, or any other possible damage.

Saxon Archives also offers a digital storage program, which not only can keep your files in a safe, digital format, but can also be easily searched and retrieved. Our expert staff and specially designed equipment can quickly have your documents converted to digital copies stored securely on our servers.

Keep your documents safe today. Whether you’d rather have your documents secured physically, kept in a digital database, or some combination of the two, Saxon Archives is here to provide you with stress-free document storage solutions. Contact us through our website, or call us at 561-882-1170 today.

[saxonarchives]

New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/i-thought-we-shredded-that-how-off-site-shredding-in-port-saint-lucie-can-assist-medical-providers-in-hipaa-compliance/

I Thought We Shredded That!...How Off-site Shredding in Port Saint Lucie can Assist Medical Providers in HIPAA Compliance

EMR and HIPAA and Microfiche, Oh My!

277,000 Texas residents were recently the victim of possible HIPAA violations when their personal information was found floating through a local park, among other locations, in the form of microfiche. HealthCare IT News reports that the entire Texas Health System stated “We deeply regret the inconvenience to you…To help prevent something like this from happening in the future” they have hired an alternative off-site shredding company.

How comfortable are you with your current document shredding provider?

Recents changes in HIPAA compliance measures, as reported by American Medical News, highlights the need to understand and adhere to new mandates for privacy protection. ”For physicians, a business associate may be any firm that handles patient data…With contractors becoming as fully liable as everyone else affected by HIPAA, physicians’ offices are going to take on additional legal responsibilities as well…To make matters even more challenging, there are significant potential fines associated with these violations, upwards of $1 million-plus for particularly egregious cases”.

Unless your organization has a million-plus saved for the worst-case scenario of privacy breach by a business associate (or worse, your own company employees), you should take a moment to review what the regulations entail. You also should take a close look at your document storage and shredding system to ensure that the proper safeguards are in place and accountability exists for your protection. What protections should be in place?

Your Port Saint Lucie Off-site Shredding business partners should be able to provide a secure, self-contained truck for the shredding process. Large, high-volume shredders should complete the destruction within minutes, and a Certificate of Destruction is issued at the time of service.

Collection of Personal Information Documents between shredding dates should be maintained in secure collection containers. Does your document shredding service provide you with an unlimited number of containers that meet your needs?

Knowing that you collect the following list of potentially costly personal information sources means that you should be concerned about the risk of accidental violations.

• Credit information • Legal documents • Personnel records • Tax records • X Rays • Blueprints • Applications for employment • Payroll data • Social Security Numbers • Signatures • Correspondence • Patient or medical information • Plastic credit and ID cards • Deceased family member records • Junk mail with your name & address • Incidental records • Microfilm & Microfiche • CD’s, Data back-up tapes • Old or obsolete files • Customer lists & records • Bids and quotations • Invoices • Contracts • Inventory lists • R & D reports • Budget plans • Business & marketing plans • Accounting info • Canceled and blank checks • Credit card receipts & statements

If you would like an assessment of your current collection, storage, and shredding practices, we invite you to contact us and let our trained professionals guide you toward an effective system.

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New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/how-much-do-you-trust-your-stuart-staff-to-do-bulk-document-scanning/

How Much Do You Trust Your Stuart Staff to do Bulk Document Scanning?

Bulk Document Scanning in Stuart

A PDF from a .gov source gives these helpful hints for those wishing to preserve documents through scanning-

Prepare the document- remove dirt or particles from the paper or photo. Also ensure that the scanner surface is clear of any smudges that may interfere with obtaining a clear scan.

Select your preferred scanning method- bitonal, greyscale, or color. Best document scans are taken at 300dpi (dots per inch).

Scan and save- For bitonal, use group IV TIFF file format, greyscale requires JPEG (.jpg) medium quality, and color is best in JPEG-medium for direct scanning, or JPEG-high for those that will be enlarged or re-printed.

Check access and storage- Make sure that the file is saved correctly and able to be accessed for future use. Back-up is recommended to an outside source such as a disc or external drive.

Simple, right?

Knowing that these are the very basics necessary to scan and store a file, would you trust your staff to perform bulk document scanning of important documents or client files?

What is your back-up source?

Do you have more than one, and is one off-site?

How do you organize your files once they are scanned?

Do you keep your originals? Onsite or off?

Are you ready for a simpler, more reliable solution?

Professional document storage and scanning companies work with goals in mind- your goals. They also work efficiently knowing that the better they perform, the more business they will receive. A good document scanning and storage company will give you the benefit of their expertise in training your staff to perform these duties…a great one will handle it all for you using outsourcing to eliminate distraction in your Stuart office. How does this work? And more importantly, can you afford it?

Saxon Archives is a Stuart organization whose mission is “…to provide the highest quality service in the Off-Site Record Storage industry”. The company services Martin, Palm Beach, Avon Park, Hendry, Highlands, Lake Placid, Okeechobee, Sebring, Lee, Charlotte, Collier, South Florida and St. Lucie Counties to ensure that they are where you need them, when you need them to be there. Whether you need shredding, scanning, storage, image hosting, or media vaulting, we would invite you to contact us so that we may introduce you to the simplicity and reliability of our services.

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New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/outsource-document-scanning-in-pbc-to-saxon-archives/

Outsource Document Scanning in PBC to Saxon Archives

Outsource Document Scanning in PBC

Paper! It’s the scourge of the digital age, but also the opportunity. The paper is all around us. It’s on your desk, in the file cabinets, on the floor. There are hoarders, who can’t bear to part with anything. But, our accountants tell us to save our financial documents for seven years. Even the neatest person has paper somewhere. What about the slides from your vacations, which you keep saying you’ll scan so they are easily available?

There is so much emphasis these days on DIY – Do It Yourself – even if you are not an expert. “I’ll do it on the weekend,” you think. Then, the weekend arrives and shopping may look more attractive than the daunting task of facing that paper. Inevitably, the job never gets completed or is done in piecemeal. DIY turns out not to be faster or efficient.

You have to realize when it’s time to Outsource Document Scanning in PBC. That’s when you contact Saxon Archives. In the June 27 PayScale Career News.com, Donna Smallin Kuper of Unclutter.com lists 10 organizational tips for professionals. First on the list is to digitize documents, but seems to imply DIY. Tips 2, 3, and 4 deals with being able to manage and retrieve those files from a secure server, recommending investigating cloud services.

Saxon Archives can handle all four and the best part is in a timely and cost efficient manner. Perhaps, one of the most important factors is focus. This is what Saxon Archives does, it is their expertise, and they are not trying to fit this in between preparing for that big presentation.

Saxon’s staff doesn’t just scan documents and files. They make sure each page has scanned correctly. After completing scanning, Saxon Archives provides access to the documents with either a software package or online site. Any digital images can be imported into any graphics software.

Here are a few more important reasons why you should outsource document scanning in PBC to Saxon Archives:

Each project has specific performance goals for the staff, meaning jobs are continually completed faster, but without sacrificing quality.

Because this work is Saxon Archive’s job, they can better estimate when the project will be completed. They can satisfy your goals and needs.

The staff knows how to use the technology, so no one is learning as they go along. They can provide excellent support to clients.

Saxon Archives has the proper equipment to do any job.

By outsourcing to Saxon, no employee’s time is being taken away from the important duties of the business.

Now that you are convinced, contact us or call 561-882-1170.

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New Post has been published on Saxon Archives Blog

New Post has been published on http://blog.saxonarchives.com/content/boynton-beach-file-scanning-makes-file-storage-and-organization-a-snap/

Boynton Beach File Scanning Makes File Storage and Organization a Snap!

Your Boynton Beach File Scanning Experts!

Whether your office in Boynton Beach is being overrun by old files, or you’re looking for a better way to organize your files before they overrun your office, finding a service to handle the clutter is important. Whether you prefer your files organized and stored physically, or scanned and stored digitally, Saxon Archives can help.

Compared to traditional physical file storage options, file scanning is much more convenient and easy to use. Here’s why:

Ease of Storage: Since your files are stored digitally, they take up less space and are better protected from damage or theft. With the aid of professional equipment, our expert staff can make sure your files are efficiently scanned and secured quickly and without hassle. There’s no need to struggle with boxes or manually reorganize your files.

Ease of Retrieval: Long gone are the days of sending Jeff from IT down to the storage facility to grab a single file. Whether you’d prefer to access your digitally stored files online or through a specially provided Saxon software suite, you can access files you need whenever and wherever you want – and with whomever you want. Sending and sharing files just got much easier. Anybody authorized to access the stored files can do it at the same time, cutting out any need for making potentially sensitive copies that would have to be destroyed after use.

Ease of Organization: Everybody knows the biggest drawback to physical document storage is just how long it takes to organize your files. Fortunately, digital storage makes this problem so much more manageable. Each file is tagged with a keyword when it’s entered into the system. Whenever you need to find a file, just search for the relevant keywords to browse any files matching that description.

Whether you’d prefer to have the physical copies of your digitally secured files stored in one of our dedicated off-site facilities, or destroyed, Saxon Archives is ready to help as well. If you’re looking for solutions in Boynton Beach for your file storage issues, visit our website, or call us at 561-882-1170.