Recordsforce Blog

Recordsforce is a leading provider in helping mail-in sweepstakes and AMOE companies go paperless. If you’re not already familiar, you may be asking what are sweepstakes? Sweepstakes or AMOE's, similar to contests and lotteries, are a way for people to have a chance to win prizes. When it comes to mail-in sweepstakes, participants enter by mailing the sweepstakes company an envelope with their information in, and the winner is drawn at random from all the valid entries. This can average up to about 3 million envelopes being received by the sweepstakes company per month. 

Topics: #Scanning, #Digitization, Digitize, Automate, Efficiency, Data Extraction, Outsourcing, Sweepstakes

Regardless of industry or size, companies around the world are onboarding automated workflows into their processes to make their work more effective and efficient. A workflow is an implemented software or service that manages a business process. They help to eliminate the manual and repetitive tasks within a process, usually a document-heavy one. Workflow automation can be used in virtually any industry or department, from HR to Accounts Payable, and even Facilities Management. 

Topics: #Digitization, Security, Automate, Efficiency, Accounts Payable, Accounts Payable Automation, Human Resources, Workflow, Cloud Services, Document Management, Real Estate

According to a Xerox study, “80 percent of companies want to create paperless processes and workflows. Unfortunately, the Sierra Club coupled with Reduce.org, are quick to point out that the average office employee still uses an unprecedented 10,000 sheets of paper per year” (integrify.com). This clearly shows that businesses are interested in making the change to a paperless office, but fear and concerns are holding them back. Here are the top five most common fears about going paperless and why you shouldn’t be afraid to take the paperless leap.  

Topics: #Scanning, #Digitization, Scan, Documents, Security, Paperless, Digitize, Automate, Efficiency, Document Storage, Document Management

Since 1991 in San Diego, CA, the CEO and founder of Recordsforce has built a specialty in providing high quality document management services to FDA regulated companies. The FDA places a high value on manufacturing biomedical and pharmaceutical products in a controlled and well documented manner. Companies who work with FDA regulated companies in a way that affects the quality documentation for the manufacturing process fall under the same quality system requirements as their customers. That includes Recordsforce.

Topics: Compliance, Automate, Efficiency, Data Extraction, Business Leadership, FDA, Cloud Services, Business Operating System, Document Processing Software, PACE

Each quarter at Recordsforce, we put together a team of employees that are tasked with creating the team building events for that time frame. The events are based on our core values and PACE motto (Performance, Accuracy, Commitment, Engagement). They tend to be smaller games that can be done via zoom or online since we have both in-office and remote employees. However, once a year we have a large-scale in-person team building event that occurs in downtown Portsmouth, which is then followed by our annual Portsmouth Harbor Boat Cruise. This year, our management team was tasked with creating this year’s large team building event. They created the “Inaugural PACE Race”.

Topics: Team Building, PACE

Maybe you were ahead of the game and had already invested in the digital technology and tools like a document management system that would help your business operate effortlessly from anywhere, or maybe your business is like the majority of organizations that had to learn quickly how to operate a remote workforce. A survey conducted by Upwork of “1,500 hiring managers found that due to COVID-19, 61.9% of the companies were planning more remote work now and in the following years to come.” The work from home setup may have only been a temporary setup, but for hundreds of companies, working from home is here to stay. 

Topics: #Digitization, Organization, Documents, Security, Digitize, Automate, Efficiency, Work From Home, Remote Access, Remote Working, Cloud Services, Document Management

Even though it has been proven that statistically, outsourcing your document scanning and management helps to cut costs and improve efficiency, many businesses are still skeptical of outsourcing their document scanning needs or are just holding onto their manual paper processes for dear life. This is a large waste of resources and money, because according to PricewaterhouseCoopers “the average company spends $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 to reproduce a lost document. Meanwhile, companies lose one out of every 20 documents, and spend 25 hours recreating each lost document.” Don’t buy into the typical myths about outsourcing your document scanning, we are here to debunk them for you. 

Topics: #Scanning, #Digitization, Scan, Documents, Security, Compliance, Backfile, Store, Digitize, Automate, Efficiency, Storing Documents, Document Storage, Cloud Services, Document Management, document scanning company

The buying, selling, and managing of properties is a paper-intensive process. You are in charge of keeping many different documents organized and secure. You or your team members are always on the go and many of you probably work remotely. So what does that mean for the various forms and documents, like property tax statements and insurance claims, that are being mailed to your physical business location? You or someone on your team has to drive to your office or PO box, collect the mail, and then sort it. This leads to wasted time and possible issues of lost documents or documents not getting to the right people. 

Topics: #Scanning, #Digitization, Organization, Documents, Security, Store, Digitize, Automate, Efficiency, Document Storage, Remote Access, Remote Working, Outsourcing, Cloud Services, Document Management, document scanning company, digital mailroom, Real Estate

Electronic document management is a system or process used to manage, track and store electronic documents. But why is it important? According to the Associate for Intelligent Information Management (AIIM), “organizations expect the volume of information coming into their  organizations to grow from X to 4.5X over the next two years” (AIIM 2020). With the majority of that information coming in the form of paper documents, it’s important to have a system to help your business securely find, manage, and distribute those documents. 

Topics: #Digitization, Organization, Documents, Security, Compliance, Store, Automate, Storing Documents, Document Storage, Remote Working, FDA, Workflow, Cloud Services, Document Management