Organizing Your Files

DocQtek, LLC ♦ December 30, 2011

As more and more of our documents and research are stored on computer disk the need for proper organization grows more important. What we do now can pay-off in the long term with more free time and less frustration.

Make Your Life Easier One of the more frequent problems I see, and not just from new computer users, is a poorly organized file system. Your computer’s disk drives are just like an office file cabinet. If you toss the files in haphazardly without thought of organization then you make your life twice as difficult when you try to find some information you have previously stored.

The file cabinet analogy is a good one. Much like a business, our lives are divided into many areas: family, friends, leisure activities, finances and work to name a few. And like any business those categories of our lives sometimes overlap and can be divided into further subcategories. Just like a business, a well organized life makes for efficiency.

Do not gamble with your business, back it up today and keep it safe. For more information on how DocQtek can setup a document management system for your firm, please contact us at 800-790-5340. You never know when disaster will strike!

Document management Tip – One place for all

DocQtek, LLC ♦ December 29, 2011

Place all documents in the My Documents folder and nowhere else. So whether it’s a spreadsheet, a letter or a PowerPoint presentation, it goes here. This will make it easier to find things and to run backups.

Unless you are working with a brand new computer, you probably already have thousands of files that may or may not be organized in some way on your computer. Sure, you can certainly take a few hours (days??) and do a massive reorganization so you can start with a clean slate, but most of us don’t have the time or the patience to tackle that.

Instead, look at how your files are setup and devise a plan that uses this setup as the foundation for your new system. In most cases, you probably have a file structure that works in some capacity, one that you’re already familiar with, so it makes the most sense to start there.

In extreme cases of file clutter, my suggestion is to create a “dump” folder, throw everything in there and start fresh. It goes against everything in my type-A personality to do this, but I have found that sometimes you have to start from square one, create a new system, and then migrate your files into the system as you work with them over time. In the meantime, take advantage of search functionality to find what you need (see the second part of this series for more on this).

5 Ways to Cut Costs & Eliminate Paper from Your Office

DocQtek, LLC ♦ October 31, 2011

Ever feel like your desk (and your life) is buried in mounds of paper? Not only are those piles of documents organizational nightmares, they are also potential money pits

Continue reading →

Want to stop data breaches?

DocQtek, LLC ♦ September 12, 2011

What is a Data Breach?

A data breach is an incident in which sensitive, protected or confidential data has potentially been viewed, stolen or used by an individual unauthorized to do so. Data breaches may involve personal health information (PHI), personally identifiable information, trade secrets or intellectual property.

Identity theft, data breaches, and information security failures have become part of the new vocabulary of modern business. When a company fails to preserve confidential customer information, or allows its competitive secrets to become compromised, that company’s reputation and profitability are greatly damaged. While computer hackers, massive scale data theft, and other “high-tech” types of data breaches tend to get big publicity, one of the leading culprits in data breaches is much older and simpler: paper.

Why is paper so vulnerable to data breaches?

Paper documents can more easily lead to problems than electronic information. One of the biggest reasons is that computer systems are usually monitored for suspicious activity and have sophisticated controls to keep unauthorized people off of the network.

Paper is often stored using old methods that do not have a high level of security – with electronic information, there are “alarm bells” that go off when someone authorizes a sensitive part of the network; with paper documents, it’s all too easy for vital information to just silently disappear out of the building.

Let DocQtek scan & digitize your documents. We will scan your records into formats that can be uploaded into your type of Business Application or just for safe storage and retrieval. Contact us at 800-790-5340 or visit us on the web at WWW.DocQtek.com .

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Are you tired of searching for misplaced files?

DocQtek, LLC ♦ September 7, 2011

Would you like to cut down on search time for your business documents and save on related expense?Would you like to be able to retrieve important documents instantly?Would you like a Disaster Recovery Plan in place for all your documents and files? If you answered yes to any of these questions, DocQtek can help. We utilize high speed scanners to convert your paper documents into many different formats like PDF or TIFF images and save them to external storage devices, CD’s or backed up on your company’s network. Your documents can then be destroyed in a safe and secure manner. We can provide you a certificate of destruction once they are destroyed.

Many businesses are also looking for ways to contribute in the fight to save our planet.

By scanning your documents, you can help to save trees and lower carbon emissions. One ton of paper or cardboard saves almost 13 trees, 2.5 barrels of oil and 4100 KWH of electricity.

We perform all aspects of the scanning process. We can come and pick up your files, box them up, prepare documents for scanning and index them into the format you require for your business needs.

Some companies attempt to scan their own documents and soon realize they are in over their heads. DocQtek will relieve you of the tough task ahead and develop the best strategy in converting all of your paper documents into instant retrievable digital files.

If you work in a law firm you must be aware that how much efforts are wasted in searching for lost files which when calculated in monetary terms can mean a lot to the firm. On an average six to ten percent of working hours of each employee gets wasted to bring back the lost file.

DocQtek can handle all types of businesses convert their paper into easily accessible files.

Legal
Real Estate
Mortgage
Transportation
Banking
Insurance
Construction
Manufacturing
Healthcare

With laws and regulations like Sarbanes-Oxley and the Gramm-Leach Bliley Act, companies are looking for a secure way to convert their documents into digital format.

DocQtek will help improve your office productivity and increase your bottom line.

Are Your Documents Safe, Secure & Accessible?

DocQtek, LLC ♦ September 5, 2011

For any business that uses paper documents, it could be the worst event for any company. Disaster can strike at any time, and all businesses have to protect themselves from natural disasters, accidents, fire, floods, or even technology breakdowns.

Downtime Isn’t an Option

Imagine how much time it would take to recover your business data if a computer disaster was to happen. It’s horrible to even think about, so follow these tips to make sure you’re protected against a disaster and prepared in case one occurs. Click here to view full article http://eepurl.com/fCa6o

What if your business documents were damaged?

DocQtek, LLC ♦ September 3, 2011

In the United States, over 40% of all companies that experience a disaster never reopen, and over 25% of remaining companies close within two years, per the Department of Labor Statistics.

It’s a late night at the office, and your meeting with a client just finished. All you want to do is go home, heat up some leftovers and call it a night. So you do: you leave the client documents out on the meeting table in your office. You guess there’s really no need to put them in your file cabinet—it’s just one night. All you worry about is how fast you can make it into your car in this freezing weather. You are so happy it’s the weekend.

The next morning you get a call from your business partner: your office is flooded and the document for today million dollars meeting is destroyed. The pipes froze sometime during the night and burst. Everything else is soaked. Your client’s paperwork is still on the meeting table; all the documents are wet.

Losing important documents and media from fires, floods and other natural disasters can hinder your business’s productivity. Whether you’re a hospital, university, financial institution or government facility.

The unfortunate rise in business disruptions from natural disasters, accidents, and human intervention increasingly proves how business continuity and disaster readiness planning is necessary to any responsible business operation. Whether it’s something as ordinary as a fire, power outage, or computer virus, or a dramatic anomaly like a major hurricane or terrorist attack, more and more businesses-large and small-are facing the reality that the unexpected can happen at any time.