Many organizations today are eager to move to digital filing, but find no matter how many documents are scanned there is still a need for a hard copy paper file. Organizations are required to comply with state and industry specific record retention laws requiring paper records be kept for a specified time period. Failure to meet these mandates can result in large financial penalties.
To comply with these regulations organizations often keep documents in parallel; keeping both the digital and paper copy of the document. The digital file is used for reference and the identical paper file is stored for legal compliance for a specified time period. Working with signed agreements, leases, contracts, policies, evidence or loan files – any document where it’s loss would prove commercially damaging to your business or expose it to litigation – it is important to develop a workable strategy for parallel document storage.
Whether for regulatory compliance or other reasons, keeping business critical original documents safe and secure, alongside their matching digital image can be a challenge. Dynamic filing systems from Kardex Remstar can help organize and track paper files saving organizations space, time and money.
The Kardex Remstar Lektriever Electric Lateral File (ELF) is a series of vertically arranged rotating shelves (carriers) controlled by an electronic keypad that automatically delivers files to an operator at an ergonomic work counter for easy usage. The Lektriever ELF provides the filing capacity of 17 standard four drawer filing cabinets in 70% less floor space eliminating the need for costly off-site storage.
The Lektriever ELF is designed to handle a complete range of files including top tab, side tab, hanging in both letter and legal sizes. Delivering files to the operator saves time; virtually eliminating wasted walking, searching and bending activities and dramatically improving productivity by up to 160%.
For file tracking, FastPic OfficPro software can require operators to log in before retrieving a file providing supervisors with file transaction reports for added control. For documents requiring maximum security, an optional security door allows department managers to restrict access rights to specific employees. This stores sensitive files within a secure and enclosed environment and ensures operators can only access files and documents that have been previously approved by their manager.
Kardex Remstar, LLC, a company of the Kardex Group is a leading provider of automated storage and retrieval systems for manufacturing, distribution, warehousing, offices and institutions. For information on storing documents in parallel, call 800-639-5805 or visit www.KardexRemstar.com.