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Welcome to the first issue of DocuSafe e-News! I hope you find this first issue useful and informative.
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Each month the DocuSafe team looks forward to providing you important information and helpful tips that will help you make the most of your DocuSafe services - our goal is to make your job easier and to keep you better informed. Look for links to industry news, events and other useful information.
And now the first issue. . .
Recently, I realized that our master in-house records management system is so robust and complicated that we weren't really taking advantage of all of its time-saving functionality. I met with a technical expert for some coaching on the various options the system provides that would make our jobs easier that I had forgotten. I was amazed by the time-saving options the system offered that we were not yet utilizing.
Then I realized that the same likely also applies to you in working with the DocuSafe Web Portal. So below I've recapped some of my favorite, time-saving functions that are available to you through our system but that our client's rarely use:
Are You Using these 3 Time-Saving Functions?:
Did you know that. . .
- You can upload imaged documents into your DocuSafe account and access all of your records from one place. Do you have imaged documents on your internal systems? Why not upload them into your DocuSafe account so that all of your records are available from one convenient location? In addition, if your business has several locations, your records on our system will be accessible to all of your locations.
- You can program your company's holidays into our system to automatically avoid deliveries on days you are closed. Save money by entering your company holidays into our system and it will automatically reschedule deliveries for the next business day. Don't pay for deliveries you don't receive.
- You can program your tapes to automatically rotate. Our tape clients can save time and money by programming tape rotation schedules into our system so that rotations happen automatically. You never have to think about it or schedule these orders again.
Not sure how to set this up in the DocuSafe Web Portal? No problem, just call Customer Service at 609-259-8290 (press 1 for Customer Service) and we'll be happy to walk you through the simple steps.
I hope you found this issue useful and informative.
Best Regards,
Marvin Parker
General Manager
DocuSafe Data and Records Management
P: 609-223-8532
F: 609-259-8291
mparker@docusafe.com
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- DocuSafe attends PRISM: General Manager, Marvin Parker will attend this premier tradeshow for records and information services management in May 2010. Marvin will be attending seminars at the event to keep himself abreast of the latest in imaging technologies, compliance issues related to records destruction and fire suppression.
- DocuSafe in the media: Check out this article on DocuSafe in U.S.1.
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Customer Service Representative,
Sandro Carpio, walks you through the
simple steps to set-up two time-saving tools to make your job a little easier. |
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Tip #1: Let Our System Know About
Your Company Holidays
- Viewing and managing holidays in the DocuSafe Web Portal is very straightforward.
The "Holidays" section is divided in two parts. The upper part shows the holidays defined at our record center. The bottom part shows your company holidays. You can easily tell which is which because the record center holidays have the words "Record Center" next to them AND you cannot edit them as you can your company holidays.
- If you need to add or delete one of your holidays, you can simply add one with the "Add New Date" form and /or delete the ones you already have with the red "X" next to a holiday.
- Note: Holidays coming up in the next 7 days are also shown on the home page of the DocuSafe Web Portal when you login.
- For complete instructions and additional information visit the Help manual. Scroll down to page 4 and click "Holidays" in the Table of Contents.
Tip #2: Uploading Imaged Documents
Our second tip will allow you to add additional pages to a file that already exists in the DocuSafe Web Portal. If you have indexed files in our system you can add additional pages to that file.
- Visit the Help manual and scroll down to page 3, PART III. Click one of the imaging options in the Table of Contents.
- Follow these instructions.
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- Are you ready for the Red Flags Rule? On June 1st, 2010 the FTC will start enforcing these rules that require businesses that act as creditors to have a written identity theft prevention program. In addition, businesses can now be liable for the secure handling and storage of these records. For more information browse these links:
- Red Flags Rule
- Business Alerts
- Have you reviewed the following regulations recently to be sure you are in compliance?
- HIPPA: Privacy Info
- Sarbanes Oxley: Sarbanes-Oxley Forum
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