Should I keep my records or go paperless in my office?
Imaging is not the answer "across the board" - need for access and retention requirements need to be considered. In addition, it would take 50 years of storage to equal the cost of digital imaging! Today digital imaging becomes even a greater challenge for clients because of the rapidly changing technology. Once you've made the investment, technology continues to change, making it difficult to retrieve copies of your documents down the road.

Do you destroy records, and can you provide a listing of what has been destroyed?
We send destruction notices on a regular basis and require our clients to sign off on a Destruction Authorization Form prior to any records being destroyed.

DOCUMENT SCANNING, AND MICROFILMING
Table of Contents
What is document imaging?
Why do you need imaging?
How can I benefit from document imaging?
Where will my images be stored?
How many documents fit on a CD?
What is OCR?
Are there advantages to letting an outside service convert my paper documents?
What about document security? How secure are my scanned images?

What is document imaging?
The process of capturing, storing and retrieving your paper-based documents, microfilm, and microfiche records in an electronic format.

Why do you need imaging?

• Save time and labor in locating documents - scanned files can be located with just a couple of "mouse clicks" and, you won't even have to leave your desk!
• Replace file cabinets with a productive desk - Did you know that the floor space for each file cabinet costs your company about $250 per year.
• Put a file cabinet full of documents on one CD – or a room full of documents in the space of a shoebox
• Multiple users can have access to the same file at the same time
• Improved customer service
• Find files knowing only partial information
• Increased security
• Protect paperwork from disasters like fire and floods

How can I benefit from document imaging?

• Fast and immediate access to your records
• Increased employee productivity
• Disaster recovery
• Faster response time to customer inquiries, as well as internal inquiries
• No more photocopies – just fax, print or email documents right from your desktop
• Reduced paper costs
• Electronic documents take up less physical space
• Preserve the quality of your originals by handling them less

Where will my images be stored?
Store them on a DVD/CD, portable device, or we can import this information to your system.

How many documents fit on a CD?
Approximately 10,000 to 20,000 pages fit on a single CD, depending on page size, color and quality.

What is OCR?
OCR stands for Optical Character Recognition. OCR technology reads your electronic images and converts them into an electronic format. Using OCR, you can index long documents and use the powerful full-text search capability to locate and find any word or phrase immediately.

Are there advantages to letting an outside service convert my paper documents?
Yes. By allowing us to convert your paper documents to scanned images, you can have all the benefits of document imaging without having to make the capital investment required to implement an in-house system and a much faster "turn around"! It allows you more time and resources to carry on your normal day-to-day business.

What about document security? How secure are my scanned images?
They are as secure as you want them to be! Your system administrator can maintain control over accessibility and functionality of users and user groups within individual departments, individual projects, and individual documents contained within a project.

SECURE DOCUMENT DESTRUCTION
Table of Contents
What size destruction jobs can KIS handle?
How long will it take for KIS to destroy the material collected from my company's facility?
Why use a destruction service instead of recycling?
What happens to the material after it's destroyed?
Do I have to remove rubber bands, staples, paper clips, and other types of fasteners before pick up of my documents?
What type of material is KIS able to destroy other than paper?
Who needs destruction services?
Do I receive any documentation at the completion of destruction?

What size destruction jobs can KIS handle?
No job is too big or too small for KIS. We are flexible and can respond to the destruction needs of any company. Our services include a one-time clean out for those companies who have documents stored away, or a regular scheduled weekly, bi-weekly, monthly, or quarterly service for those companies who consistently dispose of confidential data. We are able to cater to any needs your company may have, and are willing to work with you in order to provide the service that works best for your company.

How long will it take for KIS to destroy the material collected from my company's facility?
Standard operating procedure dictates that all media is destroyed within one week of acceptance. KIS destroys all material the same day of acceptance or the following day if the material is delivered to our facility late in the day.

Why use a destruction service instead of recycling?
Security. Recycling plants have no guidelines pertaining to the security of confidential information. Workers, janitors, or anyone else in the facility typically have access to the paper to be recycled. In order to make sure that your information does not get into the wrong hands, destroying is the safest, most secure way to go.

What happens to the material after it's destroyed?
Once your confidential documents are shredded and mulched, 100% of the paper is put into bales, recycled, and reused. At KIS we are dedicated not only to the secure destruction of your data, but also to the protection and preservation of our environment.

Do I have to remove rubber bands, staples, paper clips, and other types of fasteners before pick up of my documents?
No. Unlike office shredders which require the removal of all staples, paper clips, rubber bands, and other types of fasteners. With KIS, there is no wasted time sorting through stacks of paper to remove staples, etc.

What type of material is KIS able to destroy other than paper?
At KIS, we are capable of destroying virtually any type of material your company wishes to destroy. We shred microfilm, X-rays, microfiche, disks, floppies, plastic credit cards, ID'S, video and audio tapes, CD's, and DVD's.

Who needs destruction services?
In order to be in compliance with the newly passed FACTA Act Disposal Rule, effective in June, 2005, virtually all businesses are legally required to shred confidential documents, and will be held liable for any repercussions resulting in failure to properly dispose of sensitive data. If your business is involved in any of the following industries, you need KIS:

• Financial Institutions
• Legal Firms
• Real Estate Offices
• Healthcare (hospital, doctor's office, etc.)
• Universities
• Data Centers
• Company Headquarters
• Insurance Companies
• Government Agencies
• Large Office Buildings
• Technological Centers

Do I receive any documentation at the completion of destruction?
KIS provides clients with a written Certificate of Destruction confirming the date, time, and amount of sensitive/confidential material and documents that were destroyed. The Certificate is a legal document that certifies that your records were destroyed.