Questions to Ask Yourself
Question to Ask Yourself
1. If one of your customers called and needed you to pull a record from 2004, how long would it take someone in your office to find it?
SAFEView has had customers that were taking a day or longer to find a file in an off-site location and as short as a few minutes. In all cases SAFEView is much more efficient than filing paper documents. In a recent study SAFEView was found to be 14 times more efficient than traditional methods of managing documents – reducing the number of hours spent on document management-related activities from 46 to just 3.25.
Now imagine your employees could find it in seconds. Would that benefit your business? Could they better serve your customers? Could you reduce the number of staff focused on managing documents or have them focus on more valuable activities?
2. How much of your office is occupied by file cabinets and/or file boxes?
With SAFEView you can transform all of those records into electronic files and get rid of bulky, space-consuming file cabinets. One SAFEView customer, a medical billing company in Arizona, was looking to move into a larger office because it was running out of space. File cabinets and boxes literally consumed all available space in the office and hallways. Instead of growing their office they decided to go paperless and selected SAFEView. Today, with SAFEView, they have gotten rid of the file cabinets, managed to stay in the same office and even reduced the number of employees dedicated to filing and managing documents.
Could your office space dedicated to file cabinets be put to better use?
3. Are you storing documents off-site?
Running out of room within their office and not wanting to be faced with the cost of expanding or moving, in the past many companies turned to off-site document storage facilities for storing their important documents. Back then, companies had no other option and were forced to deal with the challenges of having their files maintained off-site – retrieving files can take days, the monthly expense continues to rise as more boxes are added and they are exposed to risk of losing records
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Today there is SAFEView. Affordable, easy to use and secure, SAFEView is the better way to file, retrieve and manage documents.
· What’s the monthly cost?
· Do they charge you to pull files?
· How long would it take storage facility to get you an important file?
· Even the leading providers like Iron Mountain have a history of losing files in transit and experiencing disasters like fires. Do you have a back-up strategy?
4. How do you currently send files to vendors, customers, etc.?
(mail, fax, email, FedEx, etc.)
One SAFEView customer, a multi-unit restaurant chain, was having its locations FedEx important documents to corporate regularly. The cost added up to over $10,000 annually. After implementing SAFEView all records were sent to the corporate office securely over the Internet, reducing their overnight delivery fees by over $10,000 in their first year alone. Add to that their reduction in part-time administration staff and they were able to save nearly $30,000 in their first year of using SAFEView.
How long does it take for the files to arrive? Would it benefit you and your company if it only took a few seconds?
5. How do you know when someone accesses your files?
With traditional filing you either lock your file cabinets with a physical lockset and key or leave those cabinets open for anyone to access. The security is not flexible – if files are kept under lock and key, few people have access to data and the time it takes to access files could take a significant amount of time. If files are open to all, it’s impossible to know who’s accessed which files. In both cases there is a risk of losing important records. With SAFEView each user is assigned a username and password and the only way to access files is by using those credentials. Those accounts can be customized to restrict or allow access as needed. A log is kept of when each user accesses the system, which documents they view and when; providing a rich history of access to documents.
6. How would you know if someone were to misplace documents in a file or re-file it in the wrong place?
With SAFEView you never have to worry about someone putting a file in the wrong place or misplacing important documents. Your documents are always at your fingertips and cannot be misfiled.
7. What would happen in the event of a fire? Would you lose all your files?
SAFEView is designed with back-up and disaster recovery processes to protect your data from total loss.
Managing Files Electronically
1. Are the electronic files archived to write-once, read many (WORM) media?
In order to be considered a legal document by the government, files must be written to non-erasable Write-Once, Read Many (WORM) media. If you’re currently scanning files and placing them in a network folder, it’s simply not enough. SAFEView is a purpose-built system that allows you to legally convert your paper records into electronic files. Shred the original paper documents and the electronic files are considered the original files in court and for the government.
2. Does your current process allow you to enter multiple index fields for identification and retrieval?
Once you store a file, how can it be found? If the file is being stored inside a file structure on a network, it can be difficult to find. What if you need to lookup a file based on a customer name, ID number, date or other data? If the file is simply given a filename and stored in a folder on your network, you may not be able to find it. With SAFEView you can enter up to 5 indices for each document stored. Searching for and retrieving documents is a snap with SAFEView, taking a matter of seconds.
3. Can you add notes without altering the original document?
You need to fax a document to a customer, but you’d like to exclude some information first. What do you do? Most companies are forced to make a copy of the original, cover or hide the sensitive information, then fax it. Companies who file documents electronically would be forced to edit the file with a graphics program like Photoshop™ or Acrobat™. With SAFEView hiding information, adding notes and creating other annotations is a cinch. What’s more, it can be done without altering the original image. Send an edited version to a client, and then send the full version to one of your employees all with the click of a button. SAFEView makes it easy.
4. Does you solution have redundant storage to protect my data from loss?
If you’re storing your files on a network computer, what will protect your data in the event that your hardware should fail? SAFEView is designed with RAID-1 hard drives, ensuring that data is securely stored in multiple locations. In addition, files are archived to two separate DVD’s, providing added security.
5. Are your documents be secured by username and password?
Your files are stored electronically on your network, but how do you know when someone accesses them? How do you keep them secure? With SAFEView every user must have a username and password. Each time he/she accesses the SAFEView system a log is kept of which files are accessed and at what time. Users and groups of users can be granted or restricted access to certain files, giving you even more flexibility and security.
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