Office Movers: Creating Order in the Midst of Chaos

An office move is an exercise in pure chaos. Understanding all the steps that are necessary to have a smooth and successful office move takes many years of experience. It also takes an agile team of office movers to be able to think quickly on their feet.

Professional Office Movers

When a hospital, corporate headquarters, bank, or data center is relocating, precision is the key. People, management, stockholders, patients and clients are depending on that entity being functional.

One thing I have learned about a large relocation is that there is always a period where you run the risk of completely losing control. If you do, the only thing your customer knows is that the deadline was not met. The byproduct is stress, lost time, lost money and a stain on your reputation.

It never ceases to amaze me that extremely qualified, competent people on the team (customer, move management, construction groups) sometimes fall apart when the chaos comes; and in more cases than not, it does come.

In the middle of an office move is not when you want to find out that the mover handling your move is in over their head. It takes a team of seasoned move managers that have all the tools necessary to perform a successful office move. A multi-day office move will break down any person if they are not conditioned and trained.

Household Movers and Office Movers are not the same thing.

Many times household movers get their hands on a office move thinking it is the same as a household move, only bigger. This is simply not the case. Household movers and office movers are not the same thing. First off, all of the pieces are bigger and heavier. Most movers can move a dresser drawer, a couch, or a large cabinet with relative ease. But it is a completely different story when they get 15 to 20 600 pound desks or file cabinets. As they become overwhelmed, time gets away from them, they try to rush the job, and the damage occurs.

I remember carrying a 30 year veteran of the moving business on an office move with me. At the time I thought there was probably little I could teach him, but I was shocked when I found out that he was completely out of his element on an office move. This just goes to show that sometimes your mover is not trying to mislead you; they just don’t realize how much they don’t know about an office move.

After over 25 years of being office movers in Montgomery, Alabama, one thing I’ve learned is that you have to have a great team. You have to have many people that know how to do an office move the correct way. We have nine or ten people that work for Admiral on office moves that are capable of overseeing just about any kind of move, and that is the key.

Without all of this it would be easy to have an office move spiral out of control. So next time you are considering moving your office, make sure you call Admiral Movers, the premiere office movers in the greater Montgomery area, at (334) 262-6666, or fill out the contact form on our website.

Always Innovating, Always seeking a better solution, and AlwaysLeading.

Admiral Movers & Admiral Records Management & associated companies we strive to be Alwaysleading. In the businesses we are in it is all about solving problems. There are many ways to build a mousetrap. We endeavor to offer the BEST mousetrap, with the finest service possible. Relocation, transitioning, storing, and or implementing new systems can be stressful. First, we work very hard to minimize & reduce stress, aggravation & unproductive time for you, your staff or your business. Second, we collaborate with you to ensure success.

Being a trusted partner is our goal, we want to be your go to “vendor consultant” adding value to your team. We set the bar high, but set out to exceed expectations every time, with every customer. The more complex or tricky the project, the more we fight to simplify & get out ahead of any issues.

The “Economy of Effort,” “Law of Parsimony” or Ockham’s Razor pick whichever term you like.

This describes how we approach everything. The best solution is the simplest, most effective, & efficient. Maximum gain with a minimum output needed is the backbone of our model.

After 25 years of business, we bring experience & a record of accomplishment we know what it takes to succeed. Let us know what we can do to help.

Moving an office—regardless of its size—is costly and requires a significant amount of pre-planning. As important as it is to properly pack equipment, furniture, records, and other items, it’s just as vital to hire a reputable Montgomery office mover to ensure everything is securely transferred to the new location. Selecting the wrong office mover can pave the way for liability risks, lost and stolen information, and even business closures.

Mini-Storage Trends

Mini-storage services are a growing trend in office moving. These companies place office items in their mini-storage facilities and claim that business owners will save on costs associated with traditional moving and storage. But businesses should beware. A mini-storage company does not have the same insurance protection as a professional Montgomery office mover. Furthermore, mini-storage services can auction a company’s items if it does not pay its bills on time—and it’s legal for them to do so.

Needless to say, mini-storage office movers are some of the more unprofessional services available. Since they’re not held to the same codes as traditional movers or storage facilities, an organization can expect to risk thousands of dollars and open the door to lawsuits in the future. Most mini-storage services exhibit warning signs that they aren’t a trustworthy Montgomery office mover, including:

• Using rental trucks rather than company-owned vehicles
• Not being registered with the Better Business Bureau
• Using cellular phones rather than landlines to conduct business
• Using P.O. boxes rather than physical addresses
• Having bad customer reviews or ratings online

Mini-storage companies are notorious for setting up shop and then bolting unexpectedly. Even after lawsuits they are known to pop-up under different names and business licenses. They use exceptionally low prices to reel in their customers, which should be a clear warning sign to businesses looking to hire an office mover.

Selecting a Reputable Montgomery Office Mover

There are office movers available who care about their customers and reputation. They don’t lowball bids and prices just to attract business. Instead, they focus on their reputation for providing exemplary service to attract new customers. When searching for a trustworthy office mover, look for companies that:

• Offer competitive, reasonable bids. Estimates should have line items with specific cost details.
• Come to your place of business, survey your office, and provide you with an accurate quote based on what is seen. Don’t hire a Montgomery office mover that provides quotes over the phone based simply on your square footage.
• Perform background checks on all of their employees, including temporary or part-time workers. You may be surprised by the number of companies that don’t do background checks only to find out later that they hired a convicted criminal.
• Have insurance, licensing, and bonding.
• Are registered with the Better Business Bureau and have positive feedback and reviews online.
• Use branded company vehicles and storage facilities.
• Have a landline, physical address, and references from past customers.

Reputable office movers reduce your company’s risk of liability. These companies are insured and can absorb liability issues if important records or office furniture become damaged during the move. Although they are rare, hiring a hybrid Montgomery office mover and records management company is the best way to approach any office move. These companies offer the latest technology and secure transfer techniques that are in compliance with state and federal regulations. This ensures that your company’s mission critical information and customer data is protected, and reduces your litigation risks and liabilities during your office relocation.

Start your search for the best Montgomery office mover by visiting the experts at www.AdmiralMovers.com or call 877.816.3454.

The average organization can double its stored information in a matter of months. Since new laws require businesses to keep this data for an extended period of time, it is up to the business to comply with regulations and establish an effective records management system. While records management is extremely important, Montgomery disaster recovery planning is equally essential. Since the enormous amount of stored data for the average organization can require extensive capital, many companies mistakenly choose to cut costs by skipping disaster recovery planning altogether.

Why Disaster Recovery Planning Matters

An organization is responsible for protecting and managing all of the data it stores. Whether that information is mission-critical or contains customers’ private data, the company is obligated to securely store it. Disaster recovery planning shouldn’t only focus on the data needed for day-to-day operations. Since most customer information and client files can contain personal, sensitive information, it is equally important to protect all data during a disaster situation such as a flood, blackout, fire, hurricane, or even terrorist act.

Another common issue for organizations is virtual threats. These can include viruses, network errors, and data breaches that not only stop the business from operating, but can expose important information as well. Secure Montgomery disaster recovery planning ensures that data isn’t lost, deleted, or stolen, as well as safely stored and protected from third parties—including identity thieves. If vital records are unable to be accessed, a business may never be able to recover.

Disaster Recovery Planning and Federal Regulations

Numerous federal regulations, such as HIPAA and Check 21, require organizations to utilize effective disaster recovery planning. Businesses can face fines or receive no federal assistance for recovery if they don’t have plans in place. Any organization with a disaster recovery plan should ensure that it strictly follows state and federal regulations to remain compliant even during a disaster situation.

Why Back-Ups Aren’t Enough

Backup systems are highly complex and many organizations use them for their Montgomery disaster recovery planning. While having in-house backup systems are important for recovery, they aren’t as secure or reliable as the services provided by a records management company. Backup systems should be used to store mission-critical data that can be reinstalled to get a business on its feet following a disaster. What shouldn’t be stored on a backup system, however, is customer information or other personal, sensitive data that could be intercepted by a third party. Digital backup systems cannot protect paper files from water, fire, or even soot damage. Instead, an organization should include records management within its Montgomery disaster recovery planning to ensure paper files are secured and stored offsite—away from potential disaster areas.

Regardless of your industry or the size of your organization, having effective disaster recovery planning in place is imperative for the security and sustainability of your company. Use a records management service as part of your overall plan. Records management companies can help store digital files as well as paper-based files to ensure you not only secure your records, but also comply with all state and federal backup regulations.

Learn more about Montgomery disaster recovery planning to protect your records in any disaster situation by visiting www.AdmiralRecordsManagement.com or calling 877.816.3454.

Today’s organizations utilize the latest technologies in many areas of their business, but many still use archaic, ineffective processes when it comes to their records management. They often stick to traditional paper filing procedures to store their records.

While at first glance digital scanning may seem like a daunting task or an expensive records management method, it creates an instant document retrieval system. This will save you time and resources looking for documents. Organizations that use Montgomery document scanning as part of their records management program can:

• Increase productivity
• Lower labor costs
• Improve customer service
• Stay on the cutting-edge with the latest technology for records management

In addition, digital document scanning can protect organizations from disaster. Since disaster recovery cannot always preserve paper documents, having digitally scanned documents offers businesses an added layer of protection against data loss in-house and at offsite records storage facilities.

Regulation Compliance

Some organizations are required by federal regulation to store documents digitally. These documents must be available and quickly accessible in the event of a government audit. Montgomery document scanning can make accessing these files convenient and help an organization comply with any state and federal regulations for records management. A records management company can also setup systems to ensure organizations stick to strict document scanning schedules so they can remain in compliance.

Overhead Savings

Businesses spend thousands of dollars each month on overhead expenditures. While many of these expenses contribute to the success of the organization, dollars spent on inefficient and unsecure paper storage does not. Montgomery document scanning can eliminate the need for excess office space and allow a business to use its remaining resources for expansion.

Operational Efficiency

Employees tasked with locating a paper document count on it being filed in the right place according to the organization’s system. Due to human error, business files are notoriously misplaced, destroyed, and even lost altogether. Employees end up wasting countless productivity hours locating these paper documents. With digital document scanning, they can use search tools to locate a document within a matter of seconds. Since documents are stored and cataloged digitally, there is no risk of losing documents compared with most in-house paper storage systems. Overall, this boosts an organization’s operational efficiency, makes the best use of resources, and limits time loss.

Using a Digital Document Scanning and Records Management Service

While some organizations use in-house records management, it is still recommended that they rely on a professional Montgomery document scanning and records management company. These companies have state-of-the-art document scanning technologies to ensure that documents are legible and appropriately cataloged.

Furthermore, by using a records management service, businesses can store paper files at a secure offsite location and access files quickly through their own in-house digital storage system. An organization can also transfer some of the liability associated with in-house records storage since the records management firm is responsible for accurately storing and securing files at its facility.

More and more organizations that want to stay competitive in their industries turn to records management companies that can do it all—scanning, storing, shredding, and moving—so they can protect themselves from liability, maintain compliance, improve productivity, save on space, reduce overhead, and streamline their operations. Learn more about Montgomery document scanning and storage by visiting the records management experts at www.AdmiralRecordsManagement.com or by calling 877.816.3454.

Many businesses are required to store a large amount of information, including emails, financial statements, business information, customer data, and other records. Most of this information is crucial to a company’s operations and, if it is in any way compromised, lost, misplaced, or stolen, the company can face serious liability issues.

This information can create a large and costly problem for many businesses. Companies must store it properly while still having quick and easy access to it. Unfortunately, many businesses don’t have the capacity or resources to manage this process themselves, which is why they should consider using a Montgomery offsite records storage service instead.

Offsite Records Storage Saves on Critical Space

No matter what form the crucial data is in—digital media or print—it requires extensive storage space. Paper records are easily misplaced, so businesses need effective storage solutions in order to access their records quickly and without requiring a lot of space in-house.

Physical space is expensive for any size organization and, since space is needed to expand and grow a business, using it for storage can be problematic. Organizations that utilize Montgomery offsite records storage can save their in-house space for expansion and onsite storage for records that need to be accessed daily.

Avoid Liability and Security Threats With Offsite Records Storage

Storing records onsite opens the door to numerous liability and security risks that can be significantly reduced by using offsite records storage. Since the offsite records storage service takes on the responsibility for storing records properly, the risk is transferred away from the organization. This is especially true for financial information, personal employee information, and customer data. If this type of information were retrieved and used fraudulently, an organization could face potentially devastating liability costs and serious damage to its reputation.

In addition to being protected against outside threats, companies who use Montgomery offsite records storage can reduce in-house threats from employees or unauthorized visitors. Offsite records storage facilities can mitigate most of the risks associated with in-house theft by operating a controlled-access facility, having better security protocols, and requiring comprehensive background checks for all records management employees.

Offsite Records Storage Helps Protect Against Disasters

Even if an organization isn’t located in a natural disaster zone, it can still be prone to disaster risks. These risks can include flood, fire, or other disasters that cause severe damage to a building and its infrastructure. By using a Montgomery offsite records storage service, businesses keep their records in a secure, protected facility. These facilities are typically constructed for the purpose of withstanding natural disasters and can mitigate the losses associated with these disasters.

Every organization can benefit from some form of records storage—whether simply for safely storing archived files or employing a comprehensive records management solution. Offsite records storage ultimately provides business owners with the peace of mind of knowing that their most sensitive records are located in a highly secured facility.

Learn more about Montgomery offsite records storage by visiting the experts at www.AdmiralRecordsManagement.com or by calling 877.816.3454.

Law firms are known for their plethora of paperwork. They rely heavily on accessible, preserved, and secured legal records management and storage. Within these records lie private client information, sensitive financial documents, and other confidential information that puts them in jeopardy of legal ramifications if their records are improperly managed and stored.

The Issue

Law firms require accessibility to all of their records. To ensure their legal records are correctly managed they need a Montgomery legal records management company that can secure and store their records while still keeping them readily available. Since lawyers frequently review old/closed cases, the records management service must provide them with quick and easy access to both current and past records. To do this, they must scan and store files with a secure document management system as well as safely store hard copies in a highly organized and accessible way.

Law firms would need copious amounts of on-site storage space to create their own document storage center. The cost to purchase enough real estate for present and future records while maintaining a high level of security is tremendous, and not typically within a law firm’s budget. Furthermore, since almost all information stored at a law firm is of a sensitive nature, an information leak could be catastrophic for not only the law firm but for the individual and any related legal case as well. Verdicts can be lost even from the simplest of data breaches.

Ensuring Access Control

Access control is the first step in protecting legal records while still providing ample legal records management. Law firms should only provide authorized personnel with access to their storage area as well as the stored files. To establish these types of sophisticated controls, most law firms need to enlist the help of a professional Montgomery legal records management company. These companies can use secure-access storage centers, video surveillance systems, and other security technologies to ensure only authorized personnel can access the law firm’s records.

The Solution

Law firms need to hire a Montgomery legal records management company that specializes in all aspects of legal records moving, storage, and management. These hybrid legal records movers/managers can assist a law firm with short- and long-term legal records storage as well as disposal. Since legal records cannot be discarded like regular household records, a legal records management firm that offers secure shredding and disposal services can be highly beneficial.

When law firms are ready to employ a legal records management system that is efficient, cost-effective, and secure, they should follow these recommended best practices for legal records storage:

• Identify all important legal documents and records. Keep records that are critical to day-to-day operations in-house and send non-vital records to an off-site storage location owned and operated by a trusted Montgomery legal records management company.
• Create a destruction policy in collaboration with a records manager. Ensure that all employees and records management staff members follow this policy explicitly.
• Develop a detailed deletion and discard schedule for records management staff and in-house employees. This ensures that unneeded or unwanted information is securely shredded and not exposed to theft risks.
• Join forces with an experienced and reputable legal records management service that understands the legal and privacy issues surrounding law firms and their files.

Start your search for the best Montgomery legal records management company by visiting www.AdmiralRecordsManagement.com or by calling 877.816.3454.

Banks face an unprecedented challenge when it comes to avoiding data breaches and identity theft. Thanks to poor economic conditions over the past decade, the past few years have seen an astoundingly high increase in fraud and identity theft attempts. To counteract this threat, Montgomery banks need to create a more effective financial records management program to protect themselves from potential data breaches, financial losses, and public relations nightmares.

The Downsize Dilemma

The state of the economy has forced numerous Montgomery banks to cut down on their staff. During these downsizes, many banks have reduced operational spending by cutting financial record management and compliance team members. By doing so, tellers and other entry-level personnel members have easier access to client files, critical information, and records that contain financial data, thus making banks more vulnerable to identity theft and fraudulent activity from within their own company.

Financial Records Management – Not a Good Area to Cut Corners

An effective financial records management program is critical for all Montgomery banks, regardless of their size or annual transaction volume. Banks have numerous fraud-related risks that include financial and account statements, debit and credit card numbers, electronic data that contains account numbers, names, Social Security numbers, and other personal information.

Poor control of these records leaves them highly vulnerable to both physical and electronic theft. Once in the hands of thieves, this private financial data can be used to empty bank accounts, destroy credit, and make enormous purchases—just to name a few of the many disastrous effects of not having a secure financial records management plan in place.

The Solution

Banks cannot escape the fact that they need to cut back on monthly expenditures, but there are options for storing records without increasing vulnerability. Banks can store information in a cost-effective way by enlisting the help of a specialized Montgomery financial records management company to prevent unauthorized personnel from accessing confidential financial records. This is especially helpful in preventing disgruntled employees from stealing credit card information or even lifting money right out of customer accounts.

Careful planning provided by trained financial records management experts is imperative to protect a bank’s clients. A records management company can create a customized system and store physical records in a safe but accessible way.

Outsourcing Benefits

In-house records management and security is often not a financially viable option for many Montgomery banks. Dealing with the threat of fraud and identity theft is easier and more affordable when they outsource their record management to an expert that can handle all areas of financial records management, including organizing, storing, moving, and shredding sensitive data.

One of the biggest advantages to outsourcing is that banks no longer have to waste valuable capital on creating a secure, in-house financial record storage system. This eases the financial burden on the bank, which gives it the additional resources to invest in a Montgomery financial records management company and protect itself from additional liability costs down the road.

Additional benefits of outsourcing financial records management include:

• Being able to trust a professional that can offer expert consultation and advice for safe and effective records management
• Reducing record storage and regulation burdens
• Decreasing the amount of time it takes to recover financial documents
• Reducing the amount of downtime in a natural disaster when in-house records are lost
• Decreasing legal repercussions associated with identity theft and fraud
• Secure shredding services to eliminate old or unnecessary records
• Hiring a company with a strong records moving background as well to relocate financial records with a secure chain-of-custody procedure

Are your financial records safe and protected against identity theft and other data security threats? Get help from an experienced Montgomery financial records management company by visiting www.AdmiralRecordsManagement.com or calling 877.816.3454.

The healthcare industry is held to a high standard when it comes to client privacy and protection. Since sensitive information is kept on computers, in filing cabinets, and on other forms of media, Montgomery healthcare professionals must take extra precaution to protect their clients—especially when it comes to medical record moving and storage.

Who Must Follow Privacy and Security Rules?

Federal privacy and security rules, such as HIPAA, apply to specific entities. These can include individuals, agencies, and organizations that meet the definition of entities required to comply with HIPAA regulations. These entities include:

• Healthcare providers: Physicians, clinics, dentists, nursing homes, pharmacies, psychiatrists
• Health insurance companies: Health insurance providers, corporate health plans, government health plans such as Medicare, Medicaid, and Veterans Affairs benefits

Safe Medical Record Transportation Practices

When medical and sensitive records must be transported, there are specific procedures that must be followed by the healthcare entity itself as well as by the Montgomery record moving and storage company relocating the records:

• Medical records cannot be left unattended or in an unlocked safe or room. Authorized personnel should be the only individuals able to access medical records and patient information.
• Boxes should be numbered, labeled, and stored properly.
• Medical records should be attended by authorized personnel at all times and never left unattended.
• Administrators should supervise the transportation process to ensure record movers follow all secure handling and proper transportation policies.
• Medical records should be checked and accounted for immediately after arriving at their destination.

Secure Medical Record Storage Practices

Montgomery healthcare professionals must take extra precaution when storing medical records and patient information. Whether stored on-site or at an off-site storage location, medical records should be:

• Covered so that no personal identification information is showing
• Stored away from open shelves or high-traffic areas
• Stored in an access-controlled location that requires a mechanical or electronic key
• Assigned to a manager to ensure the medical records are stored properly
• Only accessible by authorized personnel

Hiring a Professional Montgomery Medical Record Moving and Storage Company

The consequences of failing to protect patient information are catastrophic for any sized healthcare entity. In addition to the legal ramifications, the cost to the healthcare entity’s reputation can be much more severe. When moving, healthcare professionals should hire reputable medical record movers who comply with all state and federal privacy and security regulations during moving and storage. They should look for record movers who:

• Provide a secure chain-of-custody medical record moving procedure to ensure all medical records are safe before, during, and after the move
• Use preventative measures at their storage facility including identity verifications and access-controlled storage
• Offer secure shredding services to dispose of outdated or unneeded medical records
• Are a hybrid of secure medical record moving and storage services

Cost Versus Value

Inexpensive medical record moving companies often offer lower pricing by sacrificing safety and security. These companies hire temporary workers without background checks or reference verifications. That means a healthcare entity’s patient information is at risk. When it is time to move, it’s imperative that healthcare entities verify that their Montgomery medical record moving and storage company complies with all HIPAA regulations to prevent records from being lost, tampered with, or stolen, to avoid identity theft, and to protect against the high financial and public relations costs that will result from litigation.

Don’t entrust the moving and storage of your medical records to a company that doesn’t have the experience and expertise to handle all areas of medical record management, including secure moving, storage, scanning, and shredding. Start your search for the most trusted name in Montgomery medical record moving and storage by visiting www.AdmiralRecordsManagement.com or by calling 877.816.3454.

Montgomery records and information management professionals (RIMpro) are held to a higher standard than your average records managers that offer the basics but simply don’t have the required expertise to develop and implement a comprehensive, customized records management plan. Qualified RIMpro companies deliver best practice solutions that improve record organization and cataloging, ensure compliance based on industry-specific rules and regulations, reduce risks and costly liabilities such as identity theft, increase operational efficiency and security, and dispose of records properly—just to name a few.

RIMpro companies follow best practices in all areas of records management, and can even become trusted advisors and risk managers for companies that want to stay on the cutting-edge of security and management of their confidential information.

Why Use a RIMpro Company?

It is critical that a business have reliable records management practices in place for all types of media storage, so hiring the right company to handle every step of the process is paramount. RIMpro companies demonstrate best practices at every level and are the firms that stand out amongst other providers as the experts in the industry.

RIMpro programs provide a business with proactive, progressive data, media, and information management. With the growing number of laws and severe punishments associated with them, it is imperative that a company hire a Montgomery records and information management professional that implements a best practices system. Companies with a proven, comprehensive records and information management program will:

• Preserve information for as long as it is legally required
• Meet all state and federal regulations faster and more cost-effectively
• Manage records and handle all destruction
• Demonstrate consistent best practices implementation
• Archive information for disaster recovery and continuity
• Use the latest technology for better, more efficient storage
• Review and audit a management program on a continual basis to improve where necessary
• Offer shredding and destruction services
• Virtually eliminate the threat of identity theft due to data breaches

Consistency

Professional Montgomery records and information management companies offer consistency above all else. They develop a single records management and retention schedule and implement that program across the business. They have their own policies and procedures and ensure that their employees comply with them at all times. During record destruction, all records are destroyed in the same systematic way to avoid any data loss or breach.

Guiding Principles

A RIMpro company will typically follow some important guiding principles for its records and information management plan for every business. These principles can be broken up into four categories: retention, policies/procedures, accessing, and disposal.

• Retention includes creating a universal retention schedule applied to all businesses; using a retention schedule that complies with federal, state, and local requirements for that business; examining the retention schedule every year to ensure it meets all applicable updates; and categorizing business records for more accurate retention.
• Policies/procedures includes establishing business-wide records management practices; establishing disaster recovery procedures; determining the specific procedures for retention, access, destruction, and storage of all records; and defining the roles within the records management company for all aspects of storage.
• Accessing includes indexing records with a systematic procedure; creating a record classification scheme by media type; ensuring on-site and off-site record storage provides consistency, security, confidentiality, and accessibility; and developing a formal review process for all records accessed.
• Disposal includes determining an appropriate disposal method; ensuring duplicates and drafts are destroyed at the same time as the original; and discarding all documents once they have reached their retention period.

Failing to hire a records information and management professional can cause a company significant harm in all areas of the business. In addition to placing the company at risk for data security issues such as identity theft, poor records and information management typically results in a loss of productivity and profitability—not to mention peace of mind.

Learn more about protecting your business with a best practice solution for your Montgomery records and information management needs by visiting www.AdmiralRecordsManagement.com or calling 877.816.3454.