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Before making the digital retention transition, and the
investment into robust document management systems, it is important for
companies to be confident that they will be in compliance
with current records retention regulations and standards. Additionally, understanding
your firm’s
current organization of information and future needs is the key to establishing
the best document management solution.
This is why BW Document Management Solutions (BWDMS)
experts perform a comprehensive assessment of your current business practices
and policies before recommending how a document should be properly
maintained. Utilizing our understanding of Design and Construction workflows,
coupled with the latest technologies, we will engage your existing technology
and your culture, implementing a digital transition program that incorporates
leading-edge technologies while working within your own culture.
As part of our comprehensive program, we offer the following assessments
of your present internal flow of information.
In order for companies to stay in compliance with all of the recent industry-specific
regulations, they need to make sure that their document management strategies
are in order.
BWDMS will conduct the necessary legal research to ensure
that all of your documents are retained for any pertinent legally-mandated
retention periods. Our team of experts can assist your responsiveness
in addressing the proper documentation requirements for laws such as
Sarbanes-Oxley, HIPAA, DOD, FDA, and NRC.
Based on our research, we will provide clear guidelines
instructing employees as to how documents should be retained to avoid
any unnecessary costs or legal liability if documents
are not archived correctly with the ability to locate documents quickly.
We can establish project manuals, provide training, and establish scanning
services as required.
Just as the foundation of a building is critical to the
longevity of the structure, understanding your firm’s current document
management processes and future needs is the key to establishing a digital
document management solution.
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We initially address your existing process for back file storage of documentation,
asking:
- How are files organized?
- Are there indexing procedures
in place?
- What is the existing flow of information?
- What
are the existing storage space limitations?
- Do you use storage off-site?
- Are their costs dedicated
to record retrieval?
- How does your culture work within the process?
At the conclusion of our in-house client assessments,
BWDMS will provide a financial strategy that will illustrate gains to
be accomplished from establishing a digital retention program. This includes
our ability to evaluate your present time and costs, showing a greater
return on investment when implementing our program. Past success stories
have included scanning; Construction Project Close-out Archives, Accounts
Receivable, Accounts Payable, Contracts, Leases and Human Resource Records.
Utilizing our gained knowledge of your file organizational needs, BWDMS
always provides a “no cost” sample test conversion. Once clients
see the visual benefits and our sample is approved, we begin our conversion
services.
Wish to learn more about your firm’s present position? Fill out
our Risk
Assessment Questionaire. A BWDMS professional will respond to you with
immediate recommendations.
Interested in having a sales consultant take you to the next step? Contact
us at customerservice@bwrepro.com or
call 212-643-0600.
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