OSG Records Management: Service for creation of paperless office

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2021: Paperless Office Service Presentation

On September 9, 2021, OSG Records Management presented a service for organizing a paperless office. The service will allow companies to switch to a paperless office without large investments and make the remote format of work more accessible. The product combines a triad of services: digitization of documents, safe storage of paper media and their confidential destruction if necessary.

This OSG service allows a business to organize work without securities, regardless of what stage of digital technology implementation it is at. Employees no longer depend on the office as a location for storing documents, processing them and extracting the necessary information.

The paperless office provides a triad of OSG services:

• Archive storage of documents. Documents already accumulated in the company are accepted for storage in the archive repositories of the SHS, which are presented throughout Russia. And for newly arrived documents, a remote office service is provided: incoming documents will not arrive at the company's office, but directly to the JSG archives and will be provided to the client in digitized form.
• Electronic archive ("e-Archive"). OSG digitizes documents accepted for storage and provides client employees with access to them through an electronic archive - "e-Archive" - strictly in accordance with the level of access. "e-Archive" can be built into the company's usual information system, which means that employees do not need to spend working time mastering programs. The "e-Archive" retains a digital trace of changes, and access to data is clearly delimited for each authorized employee.
• Confidential destruction of documents. Documents whose shelf life has expired are sent for confidential destruction. Before the destruction of documents, the allocation of cases for destruction is carried out with the preparation of the relevant act in accordance with the requirements of the legislation. To collect papers of the day that appear in the office "as usual," for example, drafts of contracts, presentations, non-final versions of documents, etc., the OSG installs special sealed containers in the client's office. As the containers are filled, the GHS takes them to its own confidential destruction center, and then to secondary processing. Processing one such container preserves 1 tree.

It is important to understand that a paperless office is not a complete rejection of paper, but the correct management of existing paper flows. Also, this does not mean that the company will have to digitize the entire paper asset. What documents are best translated into electronic form depends on the type of activity of the company, "said Elena Sorensen, commercial director of the OSG. - For example, for banks we most often scan client files. For insurance companies and enterprises in the field of ICT - contracts with customers, since they refer to these documents most often. A paperless office is not just a convenience and tribute to our time. The clear delineation of access and the absence of unnecessary information in the office reinforces the company's information security system. From this point of view, it is worth transferring not only paper, but also other storage media to the GHS for storage. Medical institutions, for example, often send us X-rays,

A paperless office allows companies of any business size to reduce several cost items, for example, eliminate the full costs of office, equipment and archive maintenance. Off-site storage prevents unauthorized access to data through different levels of access and change tracking.