Enterprise Content Management
Turn paper documents into searchable, accessible information — ready when
you need it.
Aside from your employees, your information and business processes are your most
valuable assets. With Enterprise Content Management services from Pioneer Records
Management, you can squeeze more productivity out of both.
Convert your entire library of paper, microfilm or microfiche records to a digital
format that’s secure, backed up off-site and available around-the-clock whenever
you need it. Plus, you’ll benefit from powerful enterprise-level content management
tools to access and manage your records, with the capability to scale up infinitely.
So whether you’re a one-person shop or a Fortune 500 company, Pioneer Records
Management can tailor a solution to meet your specific needs and budget.
Imagine … no more manual searches. Your information is at the ready in seconds,
not hours or days. Just type in a client name, a keyword, an invoice number —
the power of all your information is there for you. Whether you’re forecasting
next year’s sales, tracking accounts receivables by client or looking for
similarities in a medical diagnosis, having access to your files when you need them
is a boon to productivity.
Enterprise Content Management services provide you with:
- Customized solutions that solve your unique challenges —
With over 22 years experience in document conversion, our professional staff knows
that no two businesses or organizations are alike. That’s why our solution
can be customized to match your processes and information requirements. We stand
ready to guide you, making your transition to digital as smooth as possible.
- More time and money for your core mission — Storing paper
records is costly and time-intensive. Digital documents improve efficiency for all
types of organizations, from government to insurance, law, healthcare, accounting,
auto dealerships, recruiting and many more. Less time wasted equals more time spent
on productive tasks. What’s more, converting to digital eliminates the cost
and worry of lost or misplaced documents, extra staff and physical storage. And
when you want to free up valuable workspace, we can store your paper records in
our secure warehouses.
- Paper, microfilm, microfiche and aperture card conversion —
In addition to digitally converting paper documents, Pioneer Records Management
can convert your existing microfilm, microfiche and aperture cards into electronic
format.
- 100% accessibility — From secure document pick-up to final
delivery, your files — both paper and digital — are always accessible.
If you need a document that is in Pioneer’s possession, we will send you an
electronic copy for no additional charge or overnight the original for a small fee.
Or, if you prefer, digital data can be compressed into a single file, encrypted
and transferred between sites through secure FTP.
- Peace of mind in a disaster situation — It’s a sad
reality, but every year, millions of original documents are destroyed in fires,
floods and other natural and man-made disasters. Once they’re gone, they’re
gone forever. But with Pioneer Records Management Content Management services, your
files are protected against damage and disaster. Digital files can be easily backed
up to offsite hardware and restored quickly.
- Enhanced strategic decision making — Stored paper documents
shackle the important information contained within them. Unlock that valuable data
and gain an edge on your competition. Pioneer Records Management can provide solutions
for searching and reporting on any data in your documents, giving you increased
efficiency and capacity and setting your business up for success.
- Budget-friendly services — At Pioneer, we’ll work within
your budget. And we offer free quotes with each job. As an added bonus, we offer
free document storage for up to 90 days after the scanning period and affordable
monthly storage fees after that.
- Secure management with Enterprise Content Management Software —
With Pioneer’s simple, searchable Enterprise Content Management Software,
you’ll control access and increase information security while efficiently
managing large amounts of diverse information. From paper and electronic files,
to images, print streams, e-mails, voice mails and beyond, our software manages
all your office’s information while reducing space- and money-wasting file
storage. What’s more, it also enables automation and tracking of business
processes throughout the information lifecycle.
- Intelligent search that finds what you want in seconds —
Pioneer Records Management can give your business powerful, easy-to-use search capabilities
that allow users to locate any information in seconds. Perform detailed searches
with specified date and value ranges or very broad searches across multiple index
fields or projects. Full-text search capabilities pinpoint key words within the
content of the document.
- Seamless integration with office systems — Pioneer’s
systems can be integrated into all of the major accounting, legal and medical-legacy
systems, allowing you to attach key documents to transactions and stop wasting time
looking for files.
- A solution that grows with you — Pioneer Records Management
offers solutions that run equally well on a single desktop computer or on thousands
of machines in distributed locations. The same application can reliably scale across
multiple application servers, Web servers and database servers — all of which
can be leveraged, tiered and load-balanced to fit any size organization. The bottom
line is you get the solution you need today with room to grow in the future.
Need a few filing cabinets scanned and converted to digital?
Learn about SimpleBackup, our affordable document scanning and conversion services
for small business.
Records Storage
Free up valuable office space and find a permanent home for
your original documents and inactive records.
Accurate and secure filing of your inactive records isn’t just smart business.
It’s often a legal necessity depending upon your organization. And with the
increasing amount of legal requirements you must meet, finding space for all of
those inactive records is tough. Sacrificing other more productive uses for that
space is even tougher.
At Pioneer Records Management, we provide cost and space effective storage solutions
for your important business records. Whether its Business or Healthcare Records,
Medical X-rays or other storage media — you get the boxes out of your offices,
and you free up valuable space for a new employee or a war room.
While there are more technologically advanced methods available to store your records,
such as our document conversion and Enterprise Content Management services,
we understand that sometimes off-site box storage may make the most business sense.
That’s why we dedicate 15,000 square feet in our facility to provide one of
the safest off-site storage records centers anywhere.
Some of the features you get with Pioneer Records Management storage include:
- Security that’s unequalled — Our facility is protected
by a 24-hour security system. In addition, all employees are bound by confidentiality
agreements.
- Pickup and transfer of files — On the day and at the time
you arrange, your boxes will be picked up at your offices and transferred to our
secure facility by trained and uniformed Priority personnel. You can be confident
your materials will be safe and well guarded.
- Advanced database tracking — Upon arrival, each box is entered
into our database giving it a location on our shelves. This location is stored and
is used to track the usage or any document retrievals relating to each box you have
in storage. This assures your documents will be easily found and quickly retrieved
when necessary.
- Convenient monthly invoicing — On a monthly basis, we send
you an itemized bill listing any activity charges and you’re per box storage
costs per month.
- Same-day file retrieval — Need a file retrieved? No problem.
We offer same day retrieval of your information.
Additional storage services include:
- On-site destruction services — To ensure confidentiality,
and in some cases, to comply with the law, you must destroy certain documents at
the end of their lifecycle. Pioneer Records Management can help your company reduce
the risk of unauthorized distribution of sensitive and critical company documents.
Our secure document-shredding program insures against privacy infringement by unauthorized
individuals. Our program protects your privacy and insures adherence to HIPAA and
other state and federal privacy laws. Compliance is essential in today’s business
world and our program guarantee’s that your sensitive information will not
fall into the wrong hands.
- Active Record Storage — For your in-office storage, our Movable
filing systems from Datum are custom designed to fit your space requirements and
provide you with the most efficient use of your valuable floor space. Whether its
letter, legal or X-ray file storage, our movable file systems allow for maximum
storage capacity utilizing a minimum of space and typically can cut floor space
usage by 50%. These systems are ideal for healthcare facilities and legal firms
that require hard copies of active files.
SimpleBackup
Now even smaller businesses can digitize paper records and reduce storage space
and costs.
Some businesses may not need full Enterprise Content Management services. They may
simply need to digitize a few filing cabinets worth of inactive records to free
up some valuable space.
Pioneer Records Management is here to help with SimpleBackup, our
budget-friendly service for smaller businesses and medical offices. With SimpleBackup,
your paper, microfilm or microfiche records are scanned and converted to electronic
files — to a digital format that’s secure, backed up off-site and available
around-the-clock whenever you need it.
SimpleBackup gives your office:
- Flexible data formats — SimpleBackup can
burn your files to a CD or DVD for safekeeping, or you can access your records via
a customer Web database. Either way, you get much of the same benefits of our Enterprise
Content Management services, at a fraction of the cost.
- Budget-friendly services — At Pioneer, we know small businesses
are extremely cash-conscious. That’s why SimpleBackup was
created — to provide an affordable, yet comprehensive service to solve your
storage and backup needs. We also offer free, no-nonsense quotes with each job.
- Ability to upgrade in the future — As your information storage
requirements grow, SimpleBackup files can easily be integrated
into a more robust Enterprise Content Management system. So the work you pay for
today, won’t have to be redone tomorrow.