Now more than ever, organizations are learning the bottom-line value of taking their records management to the next level. Professional records management practices and systems can transform critical workflow processes and drastically improve operations.

Our expertise includes the following:

CONSULTING
Our professionals can help you instantly access and control all your knowledge-based assets. With CBG’s expertise, you gain daily operational improvements and objective, efficient operating standards. Plus, your organization reduces its liability, ensuring regulatory requirements are understood and met.

Our services include:

  • Needs assessment
  • Strategic planning
  • Technology feasibility studies
  • Training

FILE CONVERSIONS
A conversion transfers documents from one paper medium to another. It’s a process that often includes sorting, validating and filing of documents, as well as designing and attaching labels. Reduce administrative headaches by outsourcing this time-consuming process to our specialists.

Before file conversion After file conversion

Imagine the new efficiencies of file conversion in your office:

  • A drawer-based filing system may be converted to an open-shelf storage system for better space utilization and record title visibility.
  • Conversion to an efficient color-coded system improves filing efficiency and accuracy.
  • A conversion to open-style shelving enables file titles to be visible on both front and back.

RECORDS RELOCATION
Moving record systems is very different from moving desks and chairs. Many records are irreplaceable or very costly to replace if lost, and maintaining proper sequence is critical. During transition, you need timely, error-free relocation of your files with minimal disruption.
CBG can handle your project from planning through execution, relieving your staff of the stress of lost files or costly delays. We use specialized auditing and tracking techniques to ensure the move happens with efficiency and integrity.

Our services include:

  • Comprehensive survey of records
  • Complete project coordination
  • Mapping of record locations in new storage system
  • Labeling of new system
  • Shrink-wrapping for security
  • Sequence verification – audits of all items moved
  • Walkthroughs and proven quality control methods
  • Automated inventory of items and their location in the process

FILING SYSTEM DESIGN

A good filing system incorporates folders, identification and equipment that work together to maximize efficiency. It’s a logical system that meets your organization’s unique needs.

From determining the field capture data, to label design to your day-forward strategy, CBG delivers the customized system that works best for your organization. A CBG system provides:

  • Logical standards for record identification
  • Simplification of all filing activities, from record creation to destruction
  • An easy, visual method for locating records
  • A neat, professional-looking filing area

FILE INVENTORY/DATABASE DEVELOPMENT
To bring your file system to the next level of control, we can validate your file inventories. We’ll conduct an inventory and record a digital database of your entire file system.

When complete, you will have an accurate accounting of the records in use and can apply purges, archive or other criteria to the records in the system.

Our services include:

  • Determination of field captures
  • Data collection
  • Document capture parameters
  • Audit and verification

MERGING AND INTERFILING RECORDS
When a company relocates, acquires another business or changes the size of its current space, it is often necessary to combine several file systems into one. This process can be a source of confusion…or an opportunity for improvement.

CBG can help you create a central file index system for all file types and locations and standardize file identification. We’ll help you improve control and audit procedures and make the most efficient use of your space.

Our services include:

  • Relocation from multiple locations (local or nationwide)
  • Back-shifting
  • Re-labeling of files to a standard format
  • Tracking systems
  • Purging (removal of outdated records/documents)
  • Inventory (database creation)

PREPARATION FOR IMAGING AND ELECTRONIC CONVERSION
Changing from traditional to electronic document management can help your company reduce paper handling, optimize distribution of work and improve efficiency.

You can rely on CBG to handle your entire electronic or micrographic imaging project – including the critical advance work that will make the conversion most beneficial and cost-effective.

After carefully preparing files, our experienced professionals will convert them into electronic or micrographic format on site or off site, indexing the system for efficient electronic access. With electronic document management, your organization benefits through:

  • Availability of images to multiple users simultaneously
  • Faster retrieval
  • Reduced labor costs
  • Reduced storage costs
  • No lost files
  • Multi-level security for better control of confidential data
  • Disaster preparedness
  • Improved customer service through quicker response times and integrated up-to-date information.

BAR CODE/RFID TRACKING
Barcode or RFID tracking enables clients to better control their information assets and locate records more efficiently.

Benefits include:

  • Reduced cost and liability associated with lost or misplaced files
  • Increased efficiency and productivity as employees spend less time searching for files
  • Records management processes that are better controlled and more professional
  • Quicker retrieval, resulting in improved customer service

ARCHIVE/PURGE SERVICES
A true records management program manages information from creation to destruction. However, eliminating outdated information is often the most neglected phase in the process.

CBG can evaluate your current system and remove outdated information at the file or document level, depending on your needs. We can create a record inventory tracking system or design a database for outdated information. We also can prepare your files for off-site storage or scanning.

Your organization benefits through:

  • A sound plan that enhances the integrity of record systems
  • Reduced liability, ensuring compliance with legal and corporate standards
  • Faster retrieval since on-site volume is lower

 


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