Businesses and organizations use document scanning to convert hard copy records into digital documents. Once they are in a digital format, documents are much easier to manage. They can be stored in an electronic document management system (EDM) and eliminate storage fees.
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 Once documents become outdated, an EDM system can instantly destroy them.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 in a digitizing project is to create a record destruction plan. Determine how long to store each type of document based on its legal lifespan. Then determine which employee needs access to them. This should be distributed to each user.
Now it is time to shred all of the unwanted records. Have anyone who manages official company 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 Ask employees to go through their personal files using the official document management policy and destroy outdated documents.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 benefits of document scanning increase the more frequently the document is accessed or shared. If it is unlikely to be used in the future, then just keeping the paper document in storage 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. You can also hire a scanning service. If you have just 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. High speed scanners and digitizing experts take the headache out of the project. The documents are then indexed to make them easy to find going forward.
For more information, or for a free quote, call us at (505) 288-3530.