Cintas Document Management Offers Strategies

FOR IMMEDIATE RELEASE       

Cintas Document Management Offers Strategies for Migrating Analog Records to Digital

-Visit Cintas at ARMA International for document management tips and solutions-

CINCINNATI – [Oct. 17, 2011] – To assist government agencies in transitioning its analog records to digital, Cintas Corporation (NASDAQ: CTAS) today released a list of effective strategies for ensuring a smooth data migration. Cintas will speak about these tips along with other document management best practices at booth 225 during the Association for Records Managers and Administrators (ARMA) International Conference and Exposition, Oct. 17-19, in Washington, D.C.

“The regulations governing confidential data are continually evolving, and federal and state government agencies cannot risk falling behind on compliance,” said Judith Benatar, Global Account Manager, Government Solutions, Cintas. “This not only makes it a challenge for agencies to successfully transition their analog data into digital information, but it also makes it difficult to ensure the information is managed in an effective, compliant way.”

Strategies to transition a records management program from analog records to digital include:

• Understand the Agency’s Mission: Before beginning the transition, make sure all parties involved fully comprehend the purpose and mission of the agency.  The mission and focus of the agency will help dictate search and retrieval requirements, retention schedules and privacy needs.
• Benchmark Requirements: Requirements vary depending on the specific agency and its needs. Before migrating analog data into digital form, review established regulations from the National Archives and Records Administration (NARA) and Federal Information Security Management Act (FISMA). Next, select a vendor that can help benchmark requirements for the most cost-effective, schedule advantageous and performance-positive methodology.
• Empower and Train Staff: To establish a cost-effective and dynamic records management program, staff must be appropriately trained and knowledgeable on security, privacy and compliance. Staff should understand the generally accepted principles (GAP) of the agency and be able to facilitate throughput with efficiency. This will minimize error and loss which leads to a more efficient transition.
• Look to the Future: Executive orders and regulations are continuously being updated, and all members associated with the records management program must be compliant. Select a vendor that will adapt and integrate changes to the system framework on an ongoing basis. Likewise, platforms for document imaging, storing and destruction change as technology develops.  The records management program must be able to adopt technology improvements while remaining compliant.

“A compliant and secure records management program is a key component to a successful organization,” said Bob Hoffman, Director of Imaging Sales, Cintas. “Yet, the challenge of transitioning to a digital records environment can be daunting. By understanding the agency, the technology and ever-changing rules governing the system, records managers can position themselves and their agency for success.”

Cintas is the first North American AAA NAID-certified and PCI DSS compliant document management provider. It has a General Services Administration (GSA) schedule award and provides cost-effective document shredding, storage and imaging programs. Cintas’ services are designed to provide businesses with data privacy and security, compliance with regulatory requirements and greater control and access to information.

For more information about Cintas’ document management services, please visit www.cintas.com/documentmanagement.

About Cintas Corporation:
Headquartered in Cincinnati, Cintas Corporation provides highly specialized services to businesses of all types primarily throughout North America. Cintas is the first AAA NAID Certified and PCI DSS Compliant provider. Cintas designs, manufactures and implements corporate identity uniform programs, and provides entrance mats, restroom supplies, promotional products, first aid, safety, fire protection products and services and document management services for approximately 800,000 businesses. Cintas is a publicly held company traded over the Nasdaq Global Select Market under the symbol CTAS, and is a component of the Standard & Poor’s 500 Index.