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.
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.
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.
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.
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.
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.
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 Entire cabinet Paper scanning vendor he recommends you check out www.docufree.com.
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