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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.

Be a pioneer. Request a demonstration today.

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.

Be a pioneer. Request a demonstration today.

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.

Be a pioneer. Request a demonstration today.