Documents are the core of every business. Good record-keeping and organizational skills give businesses and organizations of all sizes, the power to access and utilize the right documents in an efficient, speedy fashion.

Unfortunately, many enterprises still struggle with their own in-house document storage and retrieval processes. They may assign in-house employees to handle such tasks, or they may rely on older hard copy and filing systems to retain the records they need. These strategies are no longer ideal because the sheer volume of information processed has vastly increased. 

Today, enterprises must cope with not only in-house documents, but also documents coming from a long list of digital and manual communication channels. This includes voicemail, email, support tickets, web forms, and other structured and unstructured forms. Streamlining all of these channels into a single repository can be downright impossible without the right technology.

At DATAMARK, we use a combination of manual key entry, scanning, capturing, and digital mailroom services to ensure that your documents are kept safe, protected, and available when you need them most. 

The Benefits of Consulting for Document Storage and Retrieval

Manage Standard and Non-Standard Document Formats 

Structured and unstructured forms are two of the most common documents processed in Enterprise Content Management (ECM). While similar, and useful, the way DATAMARK processes and captures these two distinct forms of information is different. 

“Structured” forms are documents that always have the same structure or overall presentation; we can capture these by creating a template that automatically detects the information on certain geographical areas of the page. Examples include templated application forms, patient questionnaires, exams, surveys, and signature forms. 

“Unstructured” forms are documents that cannot be templated, either because they do not fit a template or because they differ document-to-document. This includes handwritten notes, internal memos, diagrams, drawings, and some reports. 

DATAMARK can help you manage both structured and unstructured forms through the storage and retrieval process. Our technology is also capable of handling large-format or non-document items, such as images, maps, blueprints, packages, QR codes, barcodes, and many other unique forms of information. We use sophisticated technologies that allow us to automatically capture and parse information to collect most, if not all of the relevant data on a document. Then, our manual key entry experts pick up where automation processes struggle with unique documents.

Consulting Helps Enterprises Identify Their Needs 

Unlike outsourcing, on-site management, and other DATAMARK services, consulting for document storage and retrieval meets your enterprise where they are right now, regardless of where you are in the decision-making process. If you are feeling unsure about what your business needs, or if you aren't sure where to start to explore your options, consulting can help you identify your most critical document processes while also empowering the discovery of solutions for streamlining.

Before we make recommendations, our experts meet with you – either one-on-one or with any business administrator you identify as being critical to the process. Together, we review your business processes and dig deep to really reveal how you rely on documents during day-to-day operation. Assessments are multi-departmental and capable of investigating businesses on a global, national, or local level, regardless of size. 

At DATAMARK, our strength lies in the fact that we don't create cookie-cutter solutions for enterprises. Instead, every platform, every solution, and every optimized process stems from information discovery and investigation. We use the information we glean from you to structure your solutions for the perfect fit. No matter how unusual or off the beaten path you believe your enterprise is, or how highly-regulated your industry is, DATAMARK will work with you and your employees to redefine the way you handle Enterprise Content Management (ECM).

Protection for Regulated Industries and High Security Needs 

Do you have concerns about handing over document storage and retrieval to a third-party? If your concerns are mostly related to document security or industry regulations, we want you to know that DATAMARK takes these issues seriously. Our technology and our strategies for document storage and retrieval respect the need for compliance, legality, and tracking. Our past clients include enterprises within these highly-regulated industries: 

DATAMARK’s wealth of experience includes government and industry standards, including the Federal Credit Reporting Act (FCRA), the General Data Protection Regulation (GDPR), the SEC Regulation S-P (17 CFR § 248.30(a)), and all Financial Industry Regulatory Authority (FINRA) Best Practices.

Maximum Oversight and Adherence to Common Security Protocols 

In addition to the protocols and compliance codes mentioned above, DATAMARK can also structure Document Storage and Retrieval systems around other cybersecurity standards, including: 

  • The North American Electric Reliability Corporation (NERC)
  • CIS Critical Security Controls
  • ISO/IEC 27001/2
  • ISF Best Practices
  • NIST 800-53/CSF
  • PCI-DSS
  • OWASP
  • ITIL
  • CSA 4.0

If your industry requires you to adhere to these, or any other specific standards, our consultants will work with you to teach you how to stay compliant while making use of new technology to streamline and automate storage and retrieval. 

Explore Your Consulting Document Storage and Retrieval Options with DATAMARK

DATAMARK's consultants are standing by to help you discover how easy it can be to maintain and manage your own Document Storage and Retrieval system with our help. Begin with a needs assessment, or have us provide you with expert guidance on how to implement your pre-chosen strategy into your current business processes without putting your enterprise or information at risk; either way, we are always ready to help.

 Contact DATAMARK at 800.477.1944 to start the process to becoming a better business. No matter how complex or simple your needs, our advice will help you improve.

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