Every business is different. And that means that every information management solution needs to be different too. The cookie-cutter archiving and indexing systems provided by some information management companies can leave organisations dealing with workflow interruptions or even paying for services they don’t need. A financial services company wanting to put their in-house files in storage, for example, may find it difficult to find a provider who can simultaneously audit those files for compliance purposes and then digitise them using existing in-house indexing conventions. Or a construction company with paper-based workflows may find itself using a provider with a digital focus that cannot efficiently transfer important hard copies between different worksites.
Engaging a high-quality customised information management partner means not having to compromise. The best solutions will mesh seamlessly with existing processes, employing indexing and retrieval systems that use an organisation’s internal filing references and native terminology to limit the learning curve for staff. Storage can be customised for hard copy or digitisation — or a combination of both — with the option to audit archives as they are stored and set up destruction schedules at the same time. Good information management companies provide a range of retrieval choices also, including on-site pick-up, rapid dispatch in their own fleet of GPS-tracked vehicles, and even urgent scanning and electronic transmission of physically stored documents.