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.
In most cases the company comes to your place of business and picks up boxes of files that have been organized and named in file folders by your employees. They prepare the documents by removing staples and paper clips. Then the papers are scanned and converted into PDF or TIFF digital formats. Optical character recognition should be included with the conversion so that your digital files can be searched based on key words.
Once the scanning has been completed you can have them shredded or returned to your business. Shredding makes more sense and saves money. There is no need to store paper files when you have all the information in a digital format.
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.
These companies can also manage your digital file system. Your business will still have access to the files as needed, but outsourcing the management will save a lot of time. Back up systems need to be in place. Using the cloud and a remote back up site is good business. Back up redundancy is just being prepared for any eventuality.
For medical records and credit card information, it is necessary to follow government regulations to be in compliance with HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, standards when storing, saving or retrieving private information. The scanning service should be aware of these regulations, but do not be afraid to verify their certification in these two areas.
Ready or not, here it comes. Digital is the way of now and the future. Your business would be smart to accept this fact and get on with the conversion from paper to digital. Eventually the goal is one hundred percent digital. That may never happen fully, but then again it probably will. Technology is sure to meet this challenge, so do not waste any more time. Just get on the digital track.
In most cases the company comes to your place of business and picks up boxes of files that have been organized and named in file folders by your employees. They prepare the documents by removing staples and paper clips. Then the papers are scanned and converted into PDF or TIFF digital formats. Optical character recognition should be included with the conversion so that your digital files can be searched based on key words.
Once the scanning has been completed you can have them shredded or returned to your business. Shredding makes more sense and saves money. There is no need to store paper files when you have all the information in a digital format.
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.
These companies can also manage your digital file system. Your business will still have access to the files as needed, but outsourcing the management will save a lot of time. Back up systems need to be in place. Using the cloud and a remote back up site is good business. Back up redundancy is just being prepared for any eventuality.
For medical records and credit card information, it is necessary to follow government regulations to be in compliance with HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, standards when storing, saving or retrieving private information. The scanning service should be aware of these regulations, but do not be afraid to verify their certification in these two areas.
Ready or not, here it comes. Digital is the way of now and the future. Your business would be smart to accept this fact and get on with the conversion from paper to digital. Eventually the goal is one hundred percent digital. That may never happen fully, but then again it probably will. Technology is sure to meet this challenge, so do not waste any more time. Just get on the digital track.
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 Documents Storing Solutions he recommends you check out www.docufree.com.
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