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.
This is not as overwhelming as it may sound, as it is done one box at a time. Your employees place the paper documents in file folders and name the folder appropriately. The folders are placed in boxes and picked up by the scanning service. They prepare the files for scanning by organizing and removing paper clips and staples. Then the paper is scanned and the digital files are created in a PDF or TIFF format. Ask that optical character recognition, OCR, be included in the process to enable searches with 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.
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.
This is not as overwhelming as it may sound, as it is done one box at a time. Your employees place the paper documents in file folders and name the folder appropriately. The folders are placed in boxes and picked up by the scanning service. They prepare the files for scanning by organizing and removing paper clips and staples. Then the paper is scanned and the digital files are created in a PDF or TIFF format. Ask that optical character recognition, OCR, be included in the process to enable searches with 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.
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 Protected SAAS document scanning vendor he recommends you check out www.docufree.com.
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