Scan on Demand – What’s It All About?

Do you know about a one of a kind service that Access Records Management provided called Scan on Demand? It is a cost effective way to only digitize the files you need. Lots of companies scan every single paper and every single file they have into their document management program. The problem with that is the money wasted by scanning files you will most likely never need. A better option would be to only scan part of the file or only scan the active files that you know you will access. Those archived files that you may never need should be kept in paper format and stored offsite at our secure facility. You gain the much needed space in your office and if you decide you do need a particular file or files, all you have to do is contact us with an email or phone call. Access Records Management will locate that file is using our sophisticated software program using a barcode system.

The options of retrieving the files are simple as well. Access Records Management can physically drop the files off at your office or have an authorized staff member come pick them up from our facility. If you would like an electronic copy, Access Records Management can prep the files, by removing all staples, binder clips, etc. and create perfectly straight papers to scan to the format of your choosing, such as PDF or TIFF files and upload to a thumb drive or DVD. Another option is we can upload it into a cloud repository or FTP it over to you electronically. With just a few clicks of a mouse those files are uploaded into your electronic software program.

It’s that simple, folks! Access Records Management can save you time and money by only scanning the files you need and storing the files you don’t. Of course we can shred those documents for you too but that’s another blog for another day. For more information on the services we offer please visit our website at or give us a call at 816-331-7200.

Store or Shred?

As tax time has come and gone for most of us, there are some issues to settle. First, you save your forms, receipts, bills, and other supporting documents. Well maybe so or maybe not! My CPA says to store stuff for seven years just like the IRS would prefer, but if it is your personal taxes, you really do not need to save all the utility bills and such in storage. But I am a cautious hoarder, I keep mostly all for at least a couple years; particularly if it has anything to do with the business and I certainly keep all my business records for seven at least. Now I read that several experts are saying keep them for at least ten years; I agree there are valid reasons to do this in some cases especially if you file complicated returns.

Then you need to see if you do need to get rid of some of it out of your storage or files. I and some of my colleagues recently found our long term storage space would no longer be available. This led to the Storage or Shred question. The answer was as usual both. Certain documents need to be available for a longer time and had to find a new home. Those important documents and files that are not needed should almost certainly be destroyed. These days I am against burning so Shredding is the obvious answer whether personal or commercial.

Luckily, Access Records Management, is located in South Kansas City, Missouri, has an answer to all these problems. Access Records Management has a secure facility for large or small volumes of documents. We also do shredding on a one time or contract basis, both sealed bin pickup and client drop-off. You can drop off a bag or boxes of your personal stuff, and we will shred and recycle it all at competitive rates.

Remember Access Records Management, 126 E. Hargis St. Belton, MO. 816-331-7200 for an appointment or more information.