How an Electronic Records Management Software Benefits K-12 Schools Schools juggle a mountain of paperwork. From enrollment forms to transcripts, keeping track of student records can be a logistical nightmare. But what if there was a way to streamline this process, improve efficiency, and boost security? Enter the world of electronic document management systems (EDMS).  An electronic document management system helps schools automate tedious student enrollment, track major expenditures and purchasing decisions, and reduces accounting errors. EDM systems work in conju ..read more

Securing Your Privacy: Top Places to Shred Documents Safely and Securely   Although many companies handle all transactions online these days, some industries still rely heavily on paperwork and physical documentation. With so many papers to organize and store, the entire process can become overwhelming. Fortunately, document shredding can help alleviate this stress, particularly when you can scan the paperwork digitally beforehand. That said, the question becomes, “Where can I shred documents?” Here are some recommendations. Where to Shred Documents A Record Storage Systems Free Comm ..read more

The Ultimate Guide to Scanning Documents Like a Pro: Tips and Tricks for Perfect Digital Copies   In today’s digital world, it seems like everything exists online. However, paper documents are still vital to modern society, particularly for many businesses and organizations. Healthcare clinics, law offices, financial companies, and many more industries rely on paperwork for daily operations. However, while paper is necessary for capturing information from clients and customers, there’s no reason to keep physical copies. Fortunately, knowing how to scan documents isn’t a complicate ..read more

Digital vs. Paper: Understanding Records Retention Timelines in the Digital Age In the ever-evolving landscape of business operations, the shift from paper to digital records has revolutionized the way organizations manage their data. As we navigate this digital age, understanding the nuances of records retention timelines becomes paramount. Whether you’re dealing with traditional paper documents or the vast expanse of electronic data, having a clear retention strategy is crucial. The Shift from Paper to Digital  Once upon a time, vast rooms filled with file cabinets were the norm. Pap ..read more

Breaking Down the Basics: An Introduction to Records Retention Timelines | Record Storage Systems In the complex world of business, understanding record retention guidelines is not just a best practice—it’s a legal necessity. From legal compliance to efficient organization, a well-crafted record retention schedule (RRS) serves as a vital roadmap for businesses. Let’s break down the basics of records retention and explore how you can create and implement an effective RRS. Why You Need a Record Retention Schedule An RRS is more than a mere organizational tool. It’s a strategic doc ..read more

Navigating IRS Guidelines: Understanding How Long to Keep Your Business Tax Records The Importance of Retaining Business Tax Records In the world of business, maintaining accurate and comprehensive tax records is not just a good practice—it’s a necessity. These records serve as a roadmap for your business activities, providing valuable insights into your financial health and operational efficiency. More importantly, they are required by the Internal Revenue Service (IRS) for verification of income, expenses, and transactions in the event of an audit. IRS Guidelines: How Long Should You Kee ..read more

Digital Clean-up: Best Practices for Securely Purging Electronic Documents  In the digital age, businesses accumulate a vast amount of electronic documents. While these files are essential for daily operations, there comes a time when they need to be purged. Whether it’s outdated records, unnecessary duplicates, or sensitive information that’s no longer needed, a digital clean-up is crucial for maintaining an organized and secure electronic document management system. But how do you purge records, files, and documents securely? Let’s dive in. Understanding the Need to Purge Documents ..read more

How to Prepare Your Paper Business Records for a Financial Audit   Your business is being audited – now what?  Whether your industry is subject to annual financial audits, or you have clients that audit your company as part of regulatory and compliance standards, preparing for a financial audit can be a time-consuming and stressful process, but with proper planning and execution, you can easily prepare your business records and enjoy a smooth and successful process.  For companies that still rely on hard copy documents and financial records, an audit can be a time c ..read more

What Should You Do with Your Documents after Tax Season?   You’ve filed your taxes and submitted all your information to the IRS – now it’s time to figure out what to do with all your tax records and documents. Whether you’re a business or individual, the IRS requires that some information be kept for up to seven years – because it’s a possibility that the IRS could request documents pertaining to previously filed taxes, potentially for several years after the fact. It can be tricky trying to figure out how long to keep tax records, how to store them, and when to destroy them. If you ..read more

Here’s All of Our Document Management Best Practices & Advice in One Place April is Records and Information Management Month! All year long at Record Storage Systems, we write blogs about document management best practices designed to help you save money, be more efficient, and improve security when it comes to your information strategy. April is a great time, right after tax season, to do a little spring cleaning and for companies to evaluate their current information management processes and assess how they can improve. In honor of Records and Information Management Month ..read more