There is no doubt that filing and retrieving paper in old fashioned file cabinets is inefficient and expensive. Paper files are not secure and are subject to human error with each handling. Papers can get misfiled and will only be found accidentally or never. If there is a fire, paper is easily destroyed. Paper files are easily vulnerable to theft. There is no time like the present to find the document scanning service you need to go paperless.
Usually the process works as follows. The business owner takes the paper files and places them in appropriately named file folders. The folders are placed in bankers boxes and picked up by the scanning company. They take your paper documents of all sizes and color, remove paper clips and post its and scan into a digital format such as PDF or TIFF. You can also request the the scanned files include OCR, optical character recognition, so they are searchable based on key words.
Once the job has been completed, the paper files can be shredded or returned to your business based on your preference. It makes more sense to shred the paper, since you now have secure digital files to replace the paper. If you keep the paper files, the business will have to pay storage fees. Try to conquer the urge to keep the paper.
The scanned files can be given to you securely online or on a disc. Your business and the service can repeat the process as needed to keep paper at a minimum in the future. If you are having difficulty wrapping your mind around electronic files, a representative from the scanning company will work with you.
Most scanning companies offer the service of managing your digital files. Your files can be digitally stored and accessed remotely. Back up of your files can be stored in the cloud and on your business premises. Outsourcing this work to a company that has expertise in managing digital files is efficient and economical. Your employees can still access files as needed, but it will take significantly less time.
Special attention must be paid to credit card information and health records. Your business must comply with government regulations such as PCI and HIPAA, which are the regulations pertaining to Payment Card Industry and Health Insurance Portability and Accountability Act, respectively. Make sure that the service you work with has been certified in both areas.
It may be a little daunting, but the truth is that businesses do not really have a choice. Digital is the way documents will be stored in the future. Luckily, there are many companies who have the expertise, the hardware and the software to accomplish this task for you. Soon you will find yourself creating less paper and more digital files. Real efficiency would be one hundred percent use of digital and no creation of paper. Businesses are not there yet, but this is to push towards the future.
Usually the process works as follows. The business owner takes the paper files and places them in appropriately named file folders. The folders are placed in bankers boxes and picked up by the scanning company. They take your paper documents of all sizes and color, remove paper clips and post its and scan into a digital format such as PDF or TIFF. You can also request the the scanned files include OCR, optical character recognition, so they are searchable based on key words.
Once the job has been completed, the paper files can be shredded or returned to your business based on your preference. It makes more sense to shred the paper, since you now have secure digital files to replace the paper. If you keep the paper files, the business will have to pay storage fees. Try to conquer the urge to keep the paper.
The scanned files can be given to you securely online or on a disc. Your business and the service can repeat the process as needed to keep paper at a minimum in the future. If you are having difficulty wrapping your mind around electronic files, a representative from the scanning company will work with you.
Most scanning companies offer the service of managing your digital files. Your files can be digitally stored and accessed remotely. Back up of your files can be stored in the cloud and on your business premises. Outsourcing this work to a company that has expertise in managing digital files is efficient and economical. Your employees can still access files as needed, but it will take significantly less time.
Special attention must be paid to credit card information and health records. Your business must comply with government regulations such as PCI and HIPAA, which are the regulations pertaining to Payment Card Industry and Health Insurance Portability and Accountability Act, respectively. Make sure that the service you work with has been certified in both areas.
It may be a little daunting, but the truth is that businesses do not really have a choice. Digital is the way documents will be stored in the future. Luckily, there are many companies who have the expertise, the hardware and the software to accomplish this task for you. Soon you will find yourself creating less paper and more digital files. Real efficiency would be one hundred percent use of digital and no creation of paper. Businesses are not there yet, but this is to push towards the future.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Instant SAAS document scanning vendor he recommends you check out www.docufree.com.
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