Discover The Document Scanning Service Your Business Needs
Just do the math. If you have ten employees who spend one hour a day filing paper documents and you pay each of them twenty dollars per hour, that is two hundred dollars a day, one thousand dollars a week, for a grand total of fifty two thousand dollars a year. This is why it has become expedient to scan your documents. Your employees will spend less time with an electronic file system, and your business will save thousands of dollars a year. Discover what it feels like to have a document scanning service make this all possible.
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.
Your scanned files can be returned to you on a disc or securely online. The process can be repeated on a regular basis to make sure you do not drown in a sea of paper in the future. If the process seems too overwhelming, representatives from the service will meet with you to develop a strategy.
Most companies will offer to manage the digital files. Your staff will still be able to access records as needed, but they will never have to deal with managing the file system. The records can be backed up on the cloud, at your place of business or to a remote location, or all three options. Redundancy in backing up is a good thing.
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.
Your business might as well embrace the idea of digital files, because there is no getting away from it. The companies that provide these services can take the worry of the transition from paper to digital off your hands. As time goes by, more documents will be created in a digital format and paper will be uses less often.
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.
Your scanned files can be returned to you on a disc or securely online. The process can be repeated on a regular basis to make sure you do not drown in a sea of paper in the future. If the process seems too overwhelming, representatives from the service will meet with you to develop a strategy.
Most companies will offer to manage the digital files. Your staff will still be able to access records as needed, but they will never have to deal with managing the file system. The records can be backed up on the cloud, at your place of business or to a remote location, or all three options. Redundancy in backing up is a good thing.
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.
Your business might as well embrace the idea of digital files, because there is no getting away from it. The companies that provide these services can take the worry of the transition from paper to digital off your hands. As time goes by, more documents will be created in a digital format and paper will be uses less often.
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 Secured Documents management Services he recommends you check out www.docufree.com.
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