Gilmore Blog https://www.gilmoreservices.com/blog/author/jacob-gilmore

The idea of a paperless office is alluring. A solution that cuts down on clutter, streamlines information and reduces waste is a dream for many businesses.

If your organization is like many others, paper has had an important role so far. Making the switch to a mostly paperless office can be a big transition that can take time.

Businesses seek out document scanning services for different reasons. For businesses that are required to retain documents for a certain time period, must quickly retrieve information or want to consolidate and organize their office, digitally scanning information is a common document storage tool.

Depending on your industry and particular need, there are two primary scanning options for your important records.

The role of records management is extremely important to businesses. Ultimately, companies are built on paperwork like contracts, certifications, tax information and employment records.

For businesses looking to safeguard and organize their information, many seek out a professional records management company. For comprehensive care over the lifespan of your documents, records management companies should offer several different tools to organize, store and destroy business documents.

Whether or not to have an in-office shredder or use a professional shredding company is one many businesses have faced. On one hand, it’s convenient to have a document shredder right in the office. On the other hand, personal shredding machines shred a few pieces of paper at a time, must be managed properly by your internal team and lack the speed and efficiency of a commercial shredder. For a real look at what is best for your office, here are four common misconceptions about professional document shredding to consider.

Medical practices house some of the most important information that exists. Patient medical records and important business documents are necessary components of a medical practice.

Family physicians, dentists and psychiatrists all must follow guidelines and laws to remain compliant with confidential records at their medical practice.

With all of this information at stake, what happens when a medical practice closes? Whether a doctor is retiring, the office is moving to a new location or the practice is closing, practice managers and physicians must take important steps to make sure they are properly handling documents and records. Here are the first steps to take to prepare important records for a medical practice closure.

Disasters often don’t give warning. Flash flooding, fires, tornados or a pipe bursting in your building can happen suddenly. Even traceable weather events like hurricanes can intensify within hours and turn into a more serious threat.

Whatever the situation, damage to your business from weather or another cause can leave important records wet, burned or stained. Though important documents and records might appear damaged beyond repair, with the proper equipment and staff, wet or burned records can often be recovered.

Below is a guest blog by Heather Shimala, Document Recovery Account Manager for BMS CAT. This is the third blog in a series of posts this month about preparing business documents for hurricane season and other natural disasters.

Moving is often associated with planning, packing and physical labor. As a Florida Wheaton Agent and residential moving company, we will make sure your belongings are handled with care during your moving process. Although you might be prepared logistically, it’s important to consider the emotional toll a move can take. Young or old, long-term resident or not, moving can be emotional. Here are 5 tools to emotionally prepare for your move:

The decision to move is rarely one made lightly. A large portion of our lives is spent at home, which makes moving such an important life event. In fact, its often reported that moving is one of life's most stressful events.

While searching for residential moving companies, it’s important to find a reputable business that can keep your belongings safe throughout the entire process.

To make the decision easier, here are a few tips to help you find the right moving company for your next residential move in the Pensacola area, and beyond.

National Association for Information Destruction CEO Bob Johnson calls attention to an unprecedented data breach settlement in his latest blog post. Johnson explains why last month’s historic settlement could mark an important point in time in the secure destruction industry. 

A major section of the legal industry relies on the ability to readily reference information. Cases, rulings, industry literature, files and other archives are all essential to law firms.

Because law firms have such a strong tie to accessing information, hard copy and digital documents are essential to their functionality. Firms must be able to access sensitive, lengthy files quickly in an organized way.

Moving to a new home is all about planning and preparation. Like most things, it’s much easier to enter a new situation with a game plan. Once you’ve set the date of your move, and looked into residential moving companies, the rest is left for you to prepare for the big day.

One way to streamline your moving process is to make sure your house is in the right condition for movers. Not sure if you are fully ready for your move? Take a look at these five things you need to do before professional movers pack your home:

Depending on the industry, every business must be aware of its strengths and the ways it can best serve its customers. At Gilmore Services, we stay in-tune with the records management industry to offer our customers more than document storage and shredding. Because we began as a residential moving company almost 60 years ago, our experience in the details of moving has carried over as an asset to our other departments.

Many people rely on important documents as a foundation for their business. Although records can be necessary to prove your company's legitimacy and are helpful to reference, it’s important to recognize when to shred certain documents. No matter the nature of your company, regulations and guidelines apply to how sensitive information should be destroyed. Not only is proper destruction of certain documents required under compliance laws, doing so can also remove liability in certain situations. Take a look at why it's not always better to hold on to information for too long.

Beginning as a family-owned moving company nearly 60 years ago, Gilmore Services has seen how some things change and some things stay the same. Although the company has evolved into a resource for records management, secure document shredding, document scanning and commercial warehousing, the moving division remains.

Most businesses understand the importance of records management. Filing important documents and storing records keeps your work environment flowing well. But when left unchecked, records management practices can become outdated, resulting in a number of cluttered, unorganized boxes crowding your office. Document scanning services can get your business back on track and secure important information. Take a look at how you will know when its time to scan your documents, vs. keeping them in storage.

During the mix of daily operations, businesses may find themselves ignoring a stack of records that keeps growing. Full file cabinets or storage rooms can become cumbersome and hinder productivity. Records are information assets that can hold great value for your organization, but mismanagement can pose several risks. Records storage plays an important role in protecting the future of your organization. 

Maintaining records of important documents not only keeps your office organized, it ensures your business’s credibility. Bank statements, tax records or contracts are among some of the documents businesses save as records, representing a significant investment in time and resources.

These records can be a key tool in protecting your organization’s liability in a variety of areas and can provide an essential audit trail. To make sure your business is storing documents correctly.

There are several important tasks to accomplish before finally settling into a new home. For many homeowners, selling your current home is high on the to-do list before looking into residential moving companies. For your house to sell, it must feel like home to a buyer. That’s why home staging is so important when you’re looking to sell. Here’s a look at how to expedite the selling process by following these home-staging tips.

Unless you have lived in the same home until now, you have packed up before moving to a new home. Whether you packed your personal items or helped a friend, the process can be time consuming and labor intensive.

Most small to mid-size businesses think that professional records and information management (RIM) services are only for large companies or major corporations, so many choose to store their vital company documents in a variety of different places.

Gilmore Services will break ground in April on another 7,500 square foot commercial record storage building which will be able to store another 50,000 standard sized record storage boxes. This new facility will bring Gilmore Services the overall capacity to safely and securely store and track over a million record storage boxes.