Are you considering purchasing a PACS… Now What?

Are you considering purchasing a PACS... Now What?It’s year end & the accountant has recommended that you purchase a piece of equipment to off-set the taxes. You’re a busy medical practice who shoots lots of X-rays, so why not get rid of the old analog film machine & go with a new digital PACS.(Picture Archiving and Communication System) Electronic Images and reports are transmitted digitally via PACS; this eliminates the need to manually file, retrieve, or transport film jackets which saves labor, time, and headaches.

Four reasons to choose PACS over an analog x- ray film system:

Hard Copy Replacement: Managing hard copy medical images now becomes much quicker, & convenient. That old film archive room can go away and be repurposed into a revenue generating space. Access Records Management can digitize that x- ray film and those electronic images can be stored in your PACS. We also offer offsite storage & management of your outdated film that may not be cost effective to convert to digital.

Remote Access: Do any of your clinics Doctors need remote access to the film images? With a PACS system, authorized personnel with login credentials can view the electronic images remotely.

Electronic Image Integration Platform: PACS provides the electronic platform for captured radiology images interfacing with other medical systems such as: EHR(Electronic Health Records) HIS(Hospital Information System) RIS(Radiology Information System) and Practice Management Software. Access Records Management offers a variety of cloud solutions that will complement your PACS investment.

Radiology Workflow Management: PACS is used by your medical staff to manage the workflow of patient exams. Improved patient workflow equals happier patients getting in and out of the doctor’s office in a timely manner.

Call Access Records Management today if you are needing analog film converted to digital. Our experienced staff will make sure your x ray film conversion stays on budget and gets completed in a timely matter. (816)331-7200.

5 BIG reasons to use Access Records Management vs Self-Storage

Access Records Management VS Self-Storage

Call us today at (816)331-7200

1. Cost – Who doesn’t like to save $$$?


You only pay for the space you need. No driving back and forth (gas) to retrieve files in need. You will save 25% or more when storing with ARM.


You pay for the unit size you think you need. Too big, you’re wasting space. Too small, you need a second unit.

2. Security – Who has access to your records?


Smoke detectors, fire suppression system, and disaster relief plan in place. Sophisticated motion sensor cameras, password protection on the doors, and a state of the art alarm system keep    your information & data safe and secure.


Anything can be stored in the unit next to your confidential information. Flammable, explosives, who knows? Security systems are minimal and potentially 500+ people have access to the same facility.

3. Service – How do you get your records?


With just one phone call or a quick email you can have the file you need on your desk or sent to your computer (encrypted) anytime 24/7. Our sophisticated operating system ensures we can find any file/record quickly and accurately.


Some storage facilities don’t offer 24/7 access or charge extra for it. You or an employee has to drive there and retrieve the needed file on your own no matter if it’s hot, cold, raining, or snowing.

4. Safety – How are the boxes handled?


All of the staff at Access Records Management has passed background checks and random drug testing. We take the responsibility off your hands. Our storage box racking is tested to withstand the weight of your boxes.


Unexperienced staff lifting heavy boxes from a cramped storage unit could end up as a worker’s compensation claim. Boxes could fall if stacked too high or incorrectly.

5. Time – How long does it take to retrieve your files?


We know that your time is precious. Access Records Management has a software barcoding system that can accurately and quickly find the file or files you need quickly and accurately without even leaving your desk.


Your employee has to leave the office, drive across town, and search through a cramped and often unorganized storage unit and quite possibly not find the file for which you are searching.

Watch Out!

It is usually not a good omen when you hear or say “Watch Out!” If you are a parent this is something probably familiar and maybe not an emergency situation. But when your CPA, lawyer, or your insurance agent says it, it may mean you need to pay attention to your business and/or your personal life. Your business surely is organized with easy to access data and financial information grouped in a manageable, sensible filing method that everyone understands. Are your home records equally well organized and accessible? Do you have “data creep” in your home or office?

One sign of data management problems is a request to “watch out” for the J Smith and S Jones files. Quotes like: “Where is my File Box?” or “I hope we didn’t shred that stuff!” definitely shows information management problems. Does it sometimes take days to locate an important file or archived bankers box for work? If your file room(s) at the office is becoming unwieldy, overcrowded, or just taking up too much valuable real estate, consider managed storage outside your office. I suggest Access Records Management in Kansas City, MO. for your physical data storage needs. They can track your boxes or even individual file folders in boxes or specialty cabinets with industry leading software tracking. If scan to digital format is needed, Access Records Management does that to with our popular “scan on demand” service. Access Records can also do your shredding and recycling on a regular or demand basis. This gives security when your files become obsolete.

Please consider Access Records Management of Kansas City, MO. for your offsite data storage & information management needs. Our phone number is: (816) 331-7200.

Year-End File Organizing

Frost is on the ground.  Thanksgiving has been celebrated and Christmas is on the horizon.  The end is coming, that is, the end of the year. It is time to organize for tax time, get this year’s files in order, and prepare for next year’s business.  For some of us this may not be a problem, but hopefully everyone has a filing procedure and organization scheme.  Throwing everything in a box or drawer is not organizing.  Filing space is not infinite in most offices (or homes).  So what to do with the older stuff?

There are two choices: Keep it some way or throw it out.  Keeping usually means storing your files and data in a lower access location.  I suggest a data management facility such as, Access Records Management of Kansas City.  Throwing out may mean trashing or shredding.  Without thoroughly examining the records, tossing paper records is not a good idea. And shredding is also a service offered by Access Records Management.  Another alternative is to scan and digitize documents to save space, also a service offered by Access Records Management.

Contact Access Records Management in Belton, Mo. to help you get your yearend storage requirements organized & under control. 816.331.7200

How to Succeed in Household Data Storage

Personal Data information at home has become more complex in the last few years.  It tends to be some paper and some digital; the ratio depends on the people in the household.  It is further complicated by the use of the “cloud.”  Let’s explore the issues.

Traditionally, personal records (not LPs and 45s, which is a whole different subject) were, and may still be all paper.  Some of us keep more than others. (I did not say it; that was my spouse yelling HOARDER at me.) Personal records include birth certificates, auto/driver’s licenses and other IDs, financial transactions, bills, banks statements, receipts, greeting cards, love letters, and tax records.  Birth and baptism records should be kept forever. A good option is possibly in a safe deposit box. Even with duplicates at home for easy reference with requirements for Voter IDs, marriage licenses, etc.  Other official documents including payments and deposits should be kept at least for a minimum time. Usually three to seven years depending on the city, state and federal rules where you live.  Stock and other equity and loan transactions should be kept from the buy (or start) to three or preferably seven years after the sell (or end) at minimum.  The reason for keeping these, and other tax and tax supporting documents is that sometimes the IRS and other agencies may move slowly for audits and questions.  Also there may be issues related to inheritance and trust disputes and taxes.  I also strongly suggest keeping equity related documents separately (filed by named equity) from other tax supporting documents since you may want to keep them for longer than the other tax material.

The place to store long term paper documents needs some consideration.  Many times tax documents MAY have sufficient backup with your CPA or other tax preparer if you use one.  Other documents might be stored in a safe deposit box or bonded warehouse* depending on the cost, volume, and need for accessibility.  Another method of paper storage these days is to back-up the paper record to a digital format; this can be done at home or by a document/records management company*

Receipts can be another difficult category, because retention of these is a personal choice. If you are depending on receipts, or warranty documentation for possible refunds, you should do some or all of the following.  Thermal receipts (the most common cash register slips) tend to fade and become unreadable in 3 to 9 months; so a long term solution would be to make a photocopy of the receipt and store the copy.  Have a system to identify the documentation to the warranted item (i.e. how many lifetime guaranteed hoses of different brands are in your garage or shed.) File these in a method which allow you to find them, and review them from time to time for their continued relevance.

Personal communications, such as, cards and letters are a matter of individual feelings and emotions. I suggest that if you tend to keep a lot of them, review these from time to time to ensure their current relevance.

When you decide that it’s time to dispose of paper documents, including receipts and even possibly current and past junk mail, there are more judgments to be made.  The three main methods of disposal are trash, recycling, and shredding.  In these days of rampant identity theft, casually disposing of anything with personal identifying information (PII) is not wise.  Shredding is certainly the most secure (if you are a spy, burn and bury also).  Shredding can be done at home or by an insured shredding company*.  Too much home shredding may only add to landfills. Many community recyclers do not accept shred.  Also community recyclers may or may not shred their recycled paper but merely bale it before sending it to China or someplace else for reclamation.  An alternative is again a local insured shred company that will pick-up at your home or allow drop-off*.  Trash pickup to landfill (city or community) is reasonably safe but can be unpredictable in any individual case.

Digital data has become a larger part of household record keeping lately.  My big suggestion here is to file in easy to reference computer folders.  Backing up your data is important. Even doing malware scans of your backup can be important.  DO NOT keep your backup on-line on your home network when not using it.  Keeping a long term (year+) backup in a safe deposit box or other off-site location may be a good idea but not always necessary.  Cloud backup is becoming more popular and safer but not the choice (at least not the sole choice) of many conservative professionals.  My suggestion for cloud storage is to use a cloud backup with an established reputation that is HIPAA compliant to insure at least minimum safety and privacy.

While this discussion may also be applicable and helpful to small and home businesses, I hope you find some useful guidelines for your household data.

*Access Records Management of Belton, MO (816-331-7200) offers these services.

How Safe Is Your Healthcare Information?

Anytime you go to a doctor’s office for the first time, they make you fill out paperwork. Lots of paperwork! One page will be information about you, including your name, address, phone number, social security number, insurance information, etc. Another one will be about HIPAA compliance. Yet another one will be who to contact in case of emergency. Some offices have more papers than others.

Everyone fills  out these forms, but did  you ever think about what happens to all that information? You should. What do they do with that personal information? Who has access to it? Can it get into the wrong hands? All legitimate questions with a myriad of answers.

All of that paperwork is kept for an extended period of time.  Government regulations mandate that your doctor has to keep that information for at least 7 years after you are last seen at the office. The doctor also creates more paper for your chart. The staff at the doctor’s office is critical to your healthcare. Your chart is pulled and seen by a number of people you will never even meet. Some of the people that have access to, and will view your personal information, are nurses, receptionists, office managers, billing specialists, medical records clerks. Anytime you have lab work done, fill a prescription, see the doctor, or even call the office, more paper will be added to your chart and seen by multiple staff members. All that paper keeps adding up every time you do anything healthcare related.

After at least 7 years of inactivity, all that paper in the chart can be destroyed. If there are not many papers, this is usually done by a receptionist or medical records clerk by using a small paper shredder purchased at a local office supply store.

However, if the doctor’s office has a large amount of paper to shred, either because there are many paper charts that are more than 7 years old, or the doctor is converting the paper charts to digital format and inserting the information into their EMR. (Electronic Medical Record) The  doctor might use an outside company that has an industrial size shredding machine. At Access Records Management, all of our shred bins are locked securely until they reach our facility. Our vans are equipped with GPS tracking systems and our drivers have passed extensive background checks. We are a woman and family owned and operated business in Kansas City, and we take our jobs very seriously. Once the paper is shredded you will not be able to put it back together, guaranteed. This shredded paper is compressed into a six foot long bale and recycled.

Everywhere you go and fill out paperwork in the healthcare field; your digital fingerprint is kept for an extended period of time. Doctors’ offices, labs, hospitals, clinics, chiropractor, dentist, physical therapist, the list goes on and on. The majority of healthcare offices are rule abiding professionals that conduct business correctly and are diligent about protecting you and your personal health information (PHI). Make sure that you trust not only your doctor but the employees that work for your doctor as well, that they will make the right decisions and keep your personal information safe and secure and away from the wrong hands.

The Life of a Document

A document has an existence which parallels living beings including humans. Documents can be short-lived, such as memos; living short hopefully productive lives.  However many documents and data are long-lived, paralleling human life spans.

Human lives tend to be divided into several categories: Early life (gestation through schooling), productive working life, retirement, and finally death.

Documents including letters, spreadsheets, essays, data processing reports, and compound forms have parallel stages.  A document is:  1) thought-up, composed, edited and re-edited, and finalized during its early life.  Then it enters:  2) the productive stage where it is read, perused, reviewed, perhaps filed and/or reused, or even included as whole or part of a reference book. And eventually most are:  3) retired because they are no longer relevant.

The processes involved are different according to the document type and purpose, but almost all go through the aforementioned stages.  In a memo to remind some one of an appointment going from first written to the trash in a few minutes, the stages are certainly minimized.   While an opinion from a lawyer or a statement from the President may be indexed and kept forever having clearly gone through all the stages.

Stage 1 may be simply handwritten, “word processed,” “data-processed” or subjected to committee editing. Stage 2 leads to one or more viewings and then filing or directly but almost certainly eventually to stage 3) trash or disposal.  Stage 1 is usually in-house.  The first parts of Stage 2 are usually in-house; then the filing part is often in house at least at the beginning.  The filing and Stage 3 relevancy issue can be more complicated…Maybe documents are only kept for legal purposes or because they may be needed someday. This may be taking up valuable filing areas. This can be solved by moving records off-site. And one day those without a presidential archive will need to dispose of them.

Access Records Management (ARM) provides a “retirement home” for your low-use paper documents. ARM offers competitively priced, easy access document storage in our Kansas City based Records Center.  And for end stage documents, ARM offers destruction / shredding for your in-house or off-site documents.

Please contact us today at 816.331.7200 for more information and pricing.

On Site or Off Site Paper Shredding Comparison

Offsite vs Onsite Paper ShreddingAll businesses and most individuals are inundated with paper.

Data destruction (paper shredding) is becoming a business essential. It is something that almost every business and even individuals are doing more frequently and in a larger volume. It is not good enough these days to simply “throw it away.”  Government regulations, identity thieves, and corporate espionage dictate the way we should dispose of much of our unneeded information.  Document handling should be a disciplined procedure. Data leaks can be happen very easily.  Some years ago I discarded several non confidential pages in my recycling box. I was still in my office when the “non English speaking” cleaning crew began emptying the trash in my office.  I suddenly realized the cleaner was reading the pages he had picked up from the box. It was a lesson for me that I do not know who is seeing my trash.

If you need to get rid of one sheet of paper, an inexpensive strip shredder would work.  For any sensitive document I would suggest a crosscut shredder.  But there is only rarely a single sheet.  .  Even businesses that scan virtually all documents into digital form end up with a lot of paper to shred.  While some documents are saved for backup evidentiary proof at least temporarily, eventually you will need to do something with all those files and notes.

Recycling is  much preferred today rather  than “throwing away.”  But just recycling or trashing brings us back to the problem: who might see or take that material for purposes that would get you into trouble and/or be illegal.  The answer is almost the same as for the single sheet: shredding or other destruction (burning?). Burning can be dangerous, environmentally unsound, and possibly illegal.  Doing your own shredding is messy and leaves trash that is not always easy to recycle.  Plus from my own experience, many of the “home and small business” shredders from office supply stores will burnout if used too much. This leads to the commercial shredding service option.

There are many commercial shredding services. They generally fall into either onsite shredding or off site.  Some people like onsite shredding because they want to witness the shred.  However onsite shredding trucks are generally noisy, may take up needed loading dock space, customer parking spaces, and puts out noxious exhaust fumes. Also opening bins or containers outdoors may lead to the blowing of sensitive documents or shred.  So I generally recommend offsite shredding as easier, safer, and greener alternative. Additionally, plant based paper shredding is generally about 30% cheaper than companies offering on-site document shredding.

Access Records Management (ARM) uses locked bins to collect and transport your shredable data.  ARM offers three bin options. The small bin will hold about 40 gallons, mid-size 65 gallons, and the large 90 gallons of paper shred.  These bins are locked when put on the users premises.  The small bins are permanent and the contents are transferred in the user facility to a locked transport bin.  The larger size bins are exchanged in the user facility and only opened in the secure shredding facility. ARM certifies its shredding in its secure facility. ARM will pickup and recycle a minimum of four 30 gallons bags of your internally shredded paper for a small pick-up fee.

If you’re concerned with privacy and liability, you can rest assured. Access Records Management, runs comprehensive background checks on all employees which include local & nationwide criminal checks. Pre-employment & on-going random drug checks, Credit report monitoring, as well as a MVR.(motor vehicle report)

This combined with our industry leading security ensures you never have think twice about  the shredding of your documents. From the moment the shred cart leaves your building, it is fully insured & secure with ARM.

So shred OFFSITE with Access Records Management!

To learn more, please call Access Records at 816.331.7200 or contact us today.

How to Work Smarter – Not Harder

Once upon a time there was a very busy office manager, named Jamie, who was always leaving work late and felt guilty about missing out on that time with her family.

Every day she was overwhelmed putting out fires, solving other people’s problems, and finding lost paperwork. All while trying to remain compliant with all of the company’s policies/procedures. She never realized that just keeping corporate paperwork up to standard requirements could take so much time.

One Saturday afternoon she was at a friend’s birthday party, when she overheard someone who had overcome the same problems she had at work by “going digital.” Jamie and her new friend talked at length about how much easier it was for her to find files electronically instead of shuffling papers all day long. No more losing paper records! Jamie was amazed when she heard how fast the scanning process of the files got completed. As they talked over potato salad, she realized that she was working harder, not smarter. She was determined to find a company to help her get back some sense of control over her job and her priorities.

She started searching the internet on Monday morning and was introduced to lots of companies that can scan paper documents and convert them to digital format.

When she found Access Records Management of Kansas City, she knew it was the best option to help her organize her office and be more efficient than she could ever imagine. They worked with her busy schedule to convert her paper charts into digital format. Access Records suggested they OCR (Optical Character Resolution) all her newly converted digital records so they would be fully searchable. Wow!  Never knew that was even possible! They even helped her    upload the encrypted electronic file onto her ECM(Electronic Content Management) system.

Within three weeks, she gained 10 hours a week that she was wasting before. She was less stressed out at work, which meant she got home at a decent hour and was able to relax with her family. That family time allowed her to truly relax and come back to work refreshed and more productive.

To learn more, please contact Stacie with Access Records at 816.331.7200.

When Size Matters

When you are looking for a company to store your business records for you, which do you look towards? Are you the type of company that likes to support other locally owned businesses, or do you look towards the big corporations with locations all over the United States or even all over the world? If you are a nationwide company and you have locations all over the map; it will probably benefit you to store your records with a large franchise company with several sites as well. However, being one of a million customers may mean being treated like a number.

If you are a small to medium business owner, such as a doctor, chiropractor, CPA, or attorney, then you should store your documents with another local business.

Local businesses are under assault every day from huge corporations that have scaled well to make giant sized profits, but have lost the thing that made them successful in the first place.

Here at Access Records Management, we are excited to work with local businesses for three reasons:

  1. We want to grow our business and become more successful, but we want to do it in a way that benefits our clients, partners and friends.
  2. We know local businesses are the heart of our economy. We want to help stoke the engine of our local economy, and need your help to accomplish that.
  3. We want to meet and get to know every business in town. When you are successful, we want to be invited to the party, when you’re in trouble, we want to help.

At Access Records Management we treat you like family. We are a family owned and operated business located in South Kansas City area. More specifically we are in Belton, Missouri. We are happy to hold your hand and walk you through the entire process and answer all the questions you have when it comes to storing your business records.

I would love to know your opinions as well. Feel free to leave comments or better yet, send me an email at and let me know how you feel.