Document Security Solutions systematically manages the creation, maintenance, use and disposal of an organization’s records, including the evidence and information of activities and transactions within the business. We also safeguard individual records against unauthorized changes by creating unbreakable audit trails of accountability and enforceable chain of custody.
Electronic Records Managment
What Is Electronic Records Management?
Electronic records management (ERM) refers to the systematic control of the creation, receipt, maintenance, use, and disposition of records in digital format. It ensures that electronic records are organized, accessible, and secure throughout their lifecycle, from initial creation to final archiving or destruction.
ERM plays a crucial role in supporting regulatory compliance, improving operational efficiency, and protecting sensitive information. By using specialized software and well-defined policies, organizations can streamline information retrieval, reduce storage costs, and minimize the risk of data loss or unauthorized access.
Service Offerings
- Collection
- Inventory
- Indexing
- Records Review
- Scanning/Digitization
- Records Retrieval Management
- Records Transportation
- NARA Compliant Storage Facility
Qualifications & Certifications
Document Security Solutions provides expert, secure, cost-effective and environmentally-sound services required to transition confidential document destruction, business processes, and record-keeping in Federal agencies to a fully electronic environment as mandated by memo OMB/NARA M-19-21, which was jointly issued by the Office of Management and Budget and NARA. This includes:
- On-site and off-site shredding and responsive support network
- Customized document destruction programs with recurring and purge services
- Full coverage insurance and relevant past performance
- Fully vetted, experienced & well-trained employees
- Reliable management & operations oversight with strict control over chain of custody
- Proven Project Management approach and direct-line client relationship management
- Highest quality of service at competitive pricing
- Compliance with all federal & agency regulations
- Fully Actuated Business Associate Agreement (BAA) with the Dept of VA for the Use and Disclosure of Protected Health Information (PHI)
Let's talk about your Document Conversion ServicesElectronic Records ManagementPhysical Records Management needs.
Electronic Document Management System (EDMS) Software
Once your documents are digitized, you will need a method of retrieving them. You will be offered choices that best suit your needs:
We can provide you with your own software that sits on your servers that will allow authorized users to search for, view, print, annotate, email, etc. your documents. We utilize the best software technologies and have the expertise to match up your needs with the best solution.
- You control the software and databases
- High performance limited only by your network and storage resources
- Highly customizable
Secure Hosted Web Site
Another popular option to retrieve and use your digitized documents is to have it hosted on a secure web site for your organization. This method allows any authorized user the ability to access company documents via a desktop PC or mobile device. There is no software installed anywhere on your network, but rather the software and the documents are housed on a secure and encrypted web server.
- Rapid deployment with very minimal IT assistance
- No software to purchase, install or maintain
- Tremendous help with business continuity and disaster recovery
Importing Into Your ERP or Other Business Software
Some companies want the flexibility to use their ERP (Enterprise Resource Planning) business software to view and manage their images. We recognizes that your investment in your ERP software is significant, and we have a solution. We can provide you with standard format image and index files that can be imported into any software.
- Customization and features limited only by your ERP software
- Integration with familiar ERP screens means quicker adoption and usage
- Image-enabled ERP applications can permit business process automation
Frequently asked questions
Do you charge by box or weight?
Document Security Solutions charges by the box.
Are books or magazines aceeptable?
For general shredding any paper products are acceptable. We do ask that any and all metal staples are removed from the documents.
What box size do you take?
- Bankers Box: 24.5 (L) x 15.5 (W) x 10.5 (H)
- Standard Storage Box: 15.5 (L) x 12.5 (W) x 10.5 (H)
- File Folders: 8.5 x 11 or Legal
Can I drop off boxes?
Boxes can be dropped but an appointment must be made. Call 877-747-3313 (California), 470-682-2010 (Georgia) or email: shred@documentsecuritysolutions.net
How much do you charge?
Our prices are competitive. Request a quote for your needs by calling (877) 747-3313 (California), (470) 682-2010 (Georgia), or click link to REQUEST A QUOTE
