We’ll give you some tips and information about the benefits of document scanning and digital imaging services to help you make an informed decision about which service is right for you. Before you choose a document scanning service to help you move from paper to digital archiving, use these considerations to make sure they’re right for you.
It’s Becoming More Popular
Companies looking to reduce paper archiving and minimize archiving costs often turn to document scanning services to ease the transition. Document scanning services are useful across all industries, but there are some general departments where converting paper documents to digital files has the most direct impact. Instead of keeping multiple filing cabinets, more and more companies are turning to companies that offer document scanning services for help.
More and more companies are scanning documents to reduce costs, increase productivity and improve access to information. Rather than storing all of your important documents in cardboard boxes or paying for space in automated filing cabinets, document scanning can help businesses “go paperless” or at least reduce the amount of paper they handle. Scanning important documents and storing them on a hard drive or server can make document organization easier.
Best of all, you can scan the documents you need for immediate access and store the rest in a remote documentation repository. Instead of digging through a huge number of documents to find something specific, you can easily search, archive and retrieve documents on your computer and even on your phone. By scanning your files and placing them in a centralized document management system, you can find them in less than 25 seconds. This will also give you time to sort through the documents to determine if any files need to be scanned.
Easier To Find
When you scan old documents and store them in an electronic database, it can make document management much easier and more efficient for your business. While it may seem like internal document scanning saves your employees time, it can actually deprive them of their day-to-day activities and lead to inefficient use of time. From packing documents to stapling to the actual scanning process, scanning documents internally can be tedious and time consuming. If your business uses an electronic file management system, you can simply ask your scanning partner to take your documents, scan and index them, and then return the digital images.
Helps With Audits
Digitally scanned records are also useful if someone needs to take control of your organization. Searchability and easy aggregation of information from digitally scanned files can simplify and speed up the audit process.
A digital scanning service can help index your organization’s records more efficiently than traditional documentation. Scanning business documents to digital format can benefit your business or department by providing better collaboration, better workflow, and better customer service. If you use a quality scanner to scan documents and back up files, you can protect your documents. Business document scanning services convert documents into an indexed format, while technologies such as OCR (optical character recognition) make your files fully searchable, making archiving and retrieval a breeze.
Control Who Can See Them
In addition, the service provider you choose must restrict access to your records to authorized personnel, conduct background checks on their employees, properly destroy scanned documents, and have a secure and monitored facility with video surveillance. Provision means you don’t have to worry about unauthorized access to legal files, employee documents, and/or customer information.
To prevent the damage of records, documents and other forms of intellectual property, document scanning solutions can help you digitally archive all your data, providing security, easy access and even time stamping to verify complaints, requests and complaints that may arise throughout the process.