If your company has been in business for a while, then you know that it’s essential to have a solid records management plan in place. After all, bringing on more customers, patients, or clients usually means more paperwork, and it’s important to make sure you’re managing all your information efficiently.
One especially effective document management solution is document scanning, also called document imaging. This involves converting your paper documents to a digital format in order to be stored in a hard drive or cloud-based server and accessed as a file on a computer — often a PDF.
Why go digital?
Many companies start the process of digital conversion when they realize what a space saver it can be, how it can reduce paper waste, and how it can eliminate security risks.
- Save space. Instead of storing all your important documents in cardboard boxes or paying for space in self-storage units, scanning your documents helps companies “go paperless,” or at least cut down on the amount of paper they incur. To put that in perspective, the amount of digital data that can be stored on a single DVD is roughly equivalent to what can be stored in more than two dozen filing cabinets.
- Reduce waste. Not only can companies free up their office space, but they can reduce their paper usage and paper waste, resulting in more eco-friendly business practices.
- Improve security. Digital documentation can also control some of the security risks that come with storing sensitive information. Instead of keeping papers in file cabinets, businesses can store digital documents in a secure online document management system to which only certain personnel have access. Plus, digital files are easily backed up on external drives, like a CD or thumb drive, in case anything should happen to compromise the original documents like a natural disaster or files becoming lost or stolen.
If you’ve considered your situation and have decided to go digital, you have two primary options: scan your documents in-house yourself, or partner with a document scanning service.
Why partner with a document scanning service?
One common factor involved in choosing to work with a document scanning service is cost. After all, doesn’t it seem easier and more efficient to simply begin scanning documents in-house on your own printer/scanner machines?
Sometimes that’s the case. However, there are legitimate reasons why businesses choose to partner with document scanning services instead:
- Save time. Although it may seem like a time-saver for your employees to scan documents themselves in-house, it can actually remove them from their day-to-day tasks and result in an inefficient use of time. What’s more, some personnel may not be versed in proper privacy training, which can compromise certain sensitive information.
- Improve efficiency. Working with a professional means that the scanning process is far more efficient. Experts have the ability to scan documents in bulk, meaning multiple papers can be scanned and uploaded at once, effectively indexed, and saved to a CD or cloud-based server. Then, the original documents can be returned to you, securely stored off-site, or even properly destroyed. This is far more efficient than having your team scan a page at a time.
- Enjoy faster results. Professionals have done this all before, yet they are committed to maintaining safety and security with each individual case. They’ll perform digital imaging services quickly, set up secure access processes, and help you get where you need to be fast.
As your business grows, be sure to consider the most efficient ways to manage your documents going forward. Document imaging services can provide many security and space-saving benefits, and partnering with a professional can ensure it is done right from the start — without taking up your time or employee capacity.
To learn more about professional digital imaging, contact us today.