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.
After the files are scanned, your business can either have them returned, or better have the service securely shred the paper. People are frequently reluctant to let go of their paper, but saving the paper after scanning sort of negates the whole purpose of scanning. Try to overcome the resistance to shred. It will better and cheaper for your business.
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.
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.
It is important that sensitive documents such as health records or credit card information be handled in compliance with HIPAA and PCI regulations. The Health Insurance Portability and Accountability Act and the Payment Card Industry regulations protect consumers. The company that is going to scan your files should be 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.
After the files are scanned, your business can either have them returned, or better have the service securely shred the paper. People are frequently reluctant to let go of their paper, but saving the paper after scanning sort of negates the whole purpose of scanning. Try to overcome the resistance to shred. It will better and cheaper for your business.
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.
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.
It is important that sensitive documents such as health records or credit card information be handled in compliance with HIPAA and PCI regulations. The Health Insurance Portability and Accountability Act and the Payment Card Industry regulations protect consumers. The company that is going to scan your files should be 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 Convert complete document cabinet into text-searchable digital images he recommends you check out www.docufree.com.
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