4 Types of Documents that Need to Be Scanned Today
Fri, Sep 05, 2014
By: Jacob Gilmore
Technology is advancing at a faster rate than ever before, making it challenging for businesses to keep up. With the paperless office trend on the rise, many industries are weighing their options. Though going paperless has a nice ring to it, it’s important to find out if it is right for your business. Some companies will digitize only a portion of their entire paper documents. How can you decide which documents are essential in digital form? Document scanning can mean cost savings, faster turnaround for retrieval, better quality and help with compliance. Here are four types of documents that need to be scanned today.
1. Documents you need to share with other people
If your company is consistently sending documents to other branches, shipping can become expensive. For remote sharing of documents quickly to colleagues or other businesses, converting files to a digital format can save time and money.
2. Documents you access frequently
If you have documents that have fulfilled their required retention dates and are no longer relevant to your business, by all means look into document shredding companies to destroy the information. Think of document scanning as a way to organize your most retrieved and relevant information for quick, digital referencing and sharing. By scanning frequently accessed files, your company can cut down on printing costs.
3. Documents that require retention
All businesses strive to be compliant with laws and regulations. Whether you work in the healthcare industry, the legal industry or in accounting, certain documents must be retained for a certain period of time. Document scanning can streamline information and make it easily retrievable both during the retention period and at the end of the document's lifecycle.
4. Information that needs to be backed up
Natural disasters are never welcome, but businesses must be prepared for the worst-case scenario with a disaster recovery plan. In the event of a natural disaster or other damaging event, your important hard copy documents are at stake. Document imaging should be a part of your disaster recovery plan to ensure critical business documents like invoices, warranties, financial records or HR files are electronically secured and multi-geographically backed up.
Is your business ready for document scanning services? We are here to help. Find out four things to do before becoming a paperless office, and contact us to learn more about our secure scanning services.