If your company is committed to adopting modern records management trends, it’s time to convert some of your paper documents to digital files. Doing so is not only environmentally conscious but this simple process can save money and improve your reputation with clients.
But you shouldn’t dive right into the process. Delegating document conversion to inexperienced staff or failing to properly inventory your paper files can lead to costly security and compliance gaps. Instead, work with an experienced and professional document conversion company to ensure the process is handled efficiently and securely.
Here’s a checklist you can follow to make sure the document conversion process runs smoothly.
1. Inventory your files
Once you’ve decided to convert your paper files, you need to take the proper steps to inventory your existing records and determine which documents can be converted to digital files and which need to be physically stored or destroyed.
Some documents, such as important financial records or legal contracts, need to exist in paper form for compliance reasons. Other documents, once scanned, can be securely destroyed depending on their retention requirements.
2. Follow a retention schedule
During the conversion process it’s easy for businesses to get caught between physical document storage, conversion and destruction. It’s not uncommon to err on the side of keeping files in paper format, but that mentality defeats the purpose of the conversion process. Maintaining an up-to-date retention schedule means you don’t have to question whether a file can be destroyed or must be kept in paper format.
Working with a records management company is a great way to combine digital document scanning and physical document storage services to ensure records are stored for the duration of their lifecycle.
3. Work with a professional partner
Working with a professional document scanning company can help alleviate some of the stress associated with managing document conversion in-house. Whether you’re converting just a few files or transferring records in bulk, a professional document scanning partner is equipped with the technology and qualifications to keep the process organized and running smoothly for businesses, small and large.
If this is the first time your company has converted documents to digital files, a bulk scanning option can offer everything you need, including document preparation, scanning, information indexing and storing of hard copies. The result for your business includes more office space and more efficient operations.
From document conversion services to offsite document storage, Gilmore Services provides comprehensive records management services. If your business is ready to cut down on paper files, contact our team to learn more about how Gilmore Services offers enhanced value and security over self-scanning and storage.