Case Study
Document Custodial Services
Details
Industry: Non-Profit
A non-profit organization was going out of business but was legally required to keep their corporate records for seven years. They hired Recordsforce to digitize their corporate records and store them securely in the cloud. The organization was now able to access their documents whenever needed, while also eliminating the cost to physically store boxes. They also now had increased security over the documents against natural disasters and loss or theft.
Analyzing The Problem
A non-profit organization was going out of business but was legally required to obtain their corporate records for seven years. Their records contained over 15,000 files and they did not have a space to physically store these documents or the means to pay to keep them in a physical storage facility. The organization also had no current way to easily retrieve the records when needed and had concerns over staying compliant.
Creating A Customized Solution
The non-profit organization reached out to Recordsforce to help digitize their corporate records. We physically prepped the documents and then scanned them with our high-speed scanners. Then, each file needed to be indexed by the file type and then specific information on each file depending on the type of file. For example, for Human Resource documents, the names and DOBs of employees were indexed and for Accounts Payable documents, the invoice number and date were indexed. The data and images were then fully reviewed for accuracy. Recordsforce hosts their files for the seven years as required and provides access when needed. After the legal requirement of keeping the records for seven years has passed, we will delete the archive of documents.
Instant Results
The non-profit organization is now staying legally compliant by keeping their corporate records, but without the added costs of storage. If requested, they are able to provide access to any of the digitized documents with the click of a button, completely reducing the amount of effort required to obtain a document. It has saved them time, money, office space and completely eliminated the risk of becoming uncompliant. The documents are now safe and securely digitized, which also eliminated the risk of the documents being damaged from a natural disaster, and also from loss or theft.