Companies use document scanning to convert records into digital documents. Once they are in a digital format, documents are much easier to manage. If a document is required it is accessible with a simple keyword search. Access to each record can be restricted to individual employees. This protects any document on a work flow basis. Access should be managed to prevent the theft of confidential data. Once documents become outdated, an EDM system can instantly destroy them.
The first step is to work on a record destruction plan. Figure out how long to store each type of document. Then determine which employee needs access to them. This should be distributed to each user.
Now it is time to destroy all of the unwanted records. Have anyone who uses official records identify documents that should be destroyed. Also provide shredding bins around your office. Ask employees to go through their personal files using the official document management policy and destroy outdated documents. There is no need to scan documents that are useless.
Step three is to determine which documents will be accessed in the future. The costs of document scanning grow the more often the document is accessed and shared. If it is unlikely to be used in the future, then just keeping the paper document is the superior option. Everything left is what you need to scan.
Now it is time for the actual scanning. You can acquire scanners and assign the work to an employee or temp. You can also hire a scanning service. If you have a box or two then assigning an employee should work. But, as you grow, the number of documents to scan will soon overwhelm your ability to do the work in-house.
Albuquerque Shredding Service makes the digitizing process easy. We have large scanning machines and people who handle this work daily. We organize the files and then shred them after the work.
For more information, or for a free quote, call us at (505) 288-3530.