Stevens & Stevens Business Records Management

Products And Services

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  Records Storage & Document Management

  Tired of Inefficient Document & Record Storage Practices? SSBRM has an Offsite Records Management solution that will save you time and money while increasing customer satisfaction! Major corporations have long realized the many benefits of outsourcing records storage and management. More efficient utilization of office space, greater control of information, reduced risk and regulatory compliance, are just a few. Stevens & Stevens does not simply store records, we offer a complete records management solution that includes: -Proactive reporting on containers ready for destruction to insure that you aren’t keeping information longer than you need to -Tracking types and number of deliveries to make sure you are taking advantage of our most cost-effective delivery options -Departmental invoice options so you can accurately assign and track costs within your organization Utilizing RSSQL®, the industry’s leading records information management system and our state-of-the-art barcode tracking system, we are able to track your information through every stage of the process. This type of technology allows us to file, store and deliver your information timely and accurately. You can rely on Stevens & Stevens to meet and exceed your expectations. We offer Next Day, Same Day, Priority and Emergency pickup/delivery service. You can also access your records at our facility or we can scan or fax your information to you. Our system was designed to offer our clients the greatest amount of flexibility at the lowest cost. This is just one example of Stevens & Stevens’ personal approach to customer service. You’ll come to know and rely on our knowledgeable and friendly staff to assist you – no matter the situation!

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  Scanning & Imaging Services

  Your Document Scanning and Imaging Resource Document scanning and imaging is a process that consists of converting paper documents into editable, digital information. There are numerous benefits to your business including: -reduced document storage expenses -decreased administrative costs -enhanced workflow processes -improved regulatory compliance -better file access and retrieval -strengthened disaster recovery and business continuity plans -improved data security However, going paperless is not a task to be taken on without the right resources. Without the proper equipment, expertise and technical know-how, an imaging and conversion project could end up costing you more in the long run. Scanning solutions tailored to your business needs Stevens & Stevens is your expert resource for the scanning and conversion of business documents. We provide tailored imaging solutions specific to each client’s document management requirements. Since 1994 we’ve helped businesses in the following industries achieve a more secure and manageable method for utilizing their documents and files: -Insurance Solutions -Real Estate and Mortgage Solutions -Loan File Scanning -Title Company Solutions -Transportation and Logistics Solutions -Healthcare and Medical Solutions -Legal Solutions -Manufacturing Solutions Stevens & Stevens professional document scanning team is available to handle all aspects of your imaging program, including picking up documents from your office, scanning and indexing them, and storing them in our highly secure records center for ready access. We utilize a process that makes use of cutting edge technology to ensure accuracy and timely completion of your conversion project. Our scanning services include the following solutions: Service Bureau Solution Our team is available to handle all aspects of your imaging program, including picking up documents from your office, scanning and indexing them, and storing them in our highly secure records center for ready access. You’ll be able to retrieve your digital files from anywhere in the world using your personal username and password through our secure on-line data repository. Our service bureau solution features: -user defined accessibility and documentation -FTP electronic delivery of files -file level encryption Back End Solution If you prefer, you have the option to scan and index documents yourself and turn them over to us for protected storage in our secure data center. Your company can have the ability to transfer files directly from your current multi-functional scanner to our secure, hardened data center. You can either scan and index a single document or batches of documents related to a given project. Scan on Demand Solution If you store hard copies of important business records with Stevens & Stevens, we can scan documents on demand as you need them. Once images are in electronic form, we provide secure web access, can FTP the images or save them to a CD, DVD or external hard drive. Enterprise Solutions If you prefer to manage your own Content Management system, Stevens & Stevens offers many enterprise level software solutions to meet your specific needs. Our experts can help you implement the right system for capturing, distributing and managing critical documents internally. Purchase Scanning Equipment SSBRM sells a complete line of commercial scanning equipment. Our line of Canon high speed document scanners offer high-speed precision feeding technology, compact design, high-speed color capability and even flexible configuration options. If you require scanning equipment for your own enterprise scanning operations, please contact us for more details.

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  Secure Shredding & Destruction Services

  SHREDDING & DESTRUCTION SERVICES FOR ALL OF YOUR DATA Stevens & Stevens provides a full suite of shredding and destruction services for businesses across a wide range of industries throughout the Greater Tampa Bay area and Greenville, SC. We have the ability to securely destroy all types of business records, including: - Hard copy documents and files - Magnetic media - Microfilm and microfiche - X-rays and medical images PROTECTING THE ENTIRETY OF YOUR BUSINESS INFORMATION There’s a strong possibility that your business, like many others, is managing a wealth of valuable records stored in both hard copy and digital formats. Additionally, a vast portion of that data may contain confidential personal and/or business information. The disposal of such information represents one of the greatest risks of a data breach for any organization. COMPLIANCE WITH DISPOSAL REGULATIONS Over the years, improper and negligent disposal practices have led to numerous data breaches affecting millions of individuals. Various laws have attempted to strengthen the protection of private information, including: - HIPAA - FACTA - GLB Businesses that fail to meet these regulatory requirements can face stiff fines, legal action, and a public relations nightmare. As a result, it’s important to have a trusted shredding and destruction resource to help keep your business compliant. Stevens & Stevens provides NAID AAA Certified, secure shredding for paper, computer hard drives and all forms of magnetic media. We are a plant-based shredding company for your added security. By NAID standards, we must pass an additional 17 audit points to meet this standard compared to on-site mobile shredding trucks. Our shredding process is recorded to video and stored for 90 days. The entire operation is protected by a state-of-the-art security system, gated fence and monitored security cameras, and sensors throughout the building and property. Every employee is required to go through a seven-year background check. CONFIDENTIALITY, SECURITY, AND PROFESSIONALISM Each of our professional destruction technicians is screened and regularly trained in industry best practices with a focus on current privacy laws and regulations concerning the secure disposal of records and information. No matter what your disposal requirements are, we consistently implement a strict chain of custody process documented with a certificate of destruction. Our shredding and destruction services provide your business with: - Privacy protection - Client confidentiality - Increased productivity - A method for recapturing revenue generating space - Minimized risk of data breaches MEETING YOUR UNIQUE INFORMATION SECURITY REQUIREMENTS We understand that each organization has unique destruction needs and requirements. That’s why we offer a full range of shredding and destruction services to accommodate your business. Our clients have several options to choose from, including: - Scheduled shredding service - Shredding by the box - Hard drive destruction - Media destruction If you’re unsure of which service best meets your business needs, we’ll provide a thorough and complimentary consultation to discuss each option and provide you with a blueprint for improved information security for your organization. We provide a range of secure collection container options to support your individual requirements.

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  Data Storage & Protection Services

  How Safe and Secure is Your Business Data? Are your most vital information assets protected from adversity such as fire, floods, hurricanes, accidents, employee error, vandalism or theft? Can you quickly locate and recover your critical business data at a moment’s notice? Are your backups protected in a way that meet privacy protection requirements outlined in the following regulations? -HIPAA -HITECH -FACTA -GLB Answering these questions serves as an important basis for strengthening your organization’s disaster recovery and business continuity plan. After all, an inability to quickly locate and recover critical business data at a moment’s notice can threaten the long term viability and survival of your business. In short it’s critical that you entrust the protection of your vital and irreplaceable information assets to a company you can depend on. Trusted and reliable data protection Stevens & Stevens provides businesses with data storage and protection solutions that allow them to properly protect, preserve, and access their mission critical data while meeting the demands of regulatory requirements. Over the years we’ve earned a reputation for integrity and reliability by exhibiting the highest standard of excellence in the data protection industry. We offer our clients the following services for protecting their vital information: -backup tape rotation -offsite vault storage -media asset storage and archiving As our business community’s trusted data protection resource, we provide continuous 24/7, 365 support for our clients in order to meet all of their data recovery needs at a moment’s notice. Supporting your business’ backup strategy and schedule Backing up your critical system data is an essential business process. But equally important is what takes place after backup. If not preserved in the right environment, backup mediums can fall victim to degradation, resulting in data loss. Similarly, in the event of an emergency restore it’s vital to be able to locate the proper volumes in an expedient manner in order to minimize downtime. We understand that each organization has unique backup needs and information technology resources. As a result, we offer customized tape and media rotation services that provide a secure repository for your backup assets. We work with your IT and administrative staff to make sure that backup media is securely transported to our specially designed media vault, precisely inventoried and tracked, and rotated back to your facility in the most secure and confidential manner.

  Link: Data Storage & Protection Services