Digitizing documents is the way business is done today. The volume of paper has become unmanageable, and properly scanned and saved files are much easier to retrieve when needed. Depending on the size of your business you may want to purchase a scanner or hire a scanning service to manage the process. Compared to handling paper copies, it is more efficient and safer to scan and store documents digitally.
High functioning portable scanners can be purchased for about two thousand dollars. Since the machine is portable, employees can perform tasks other than scanning, such as answering phones or entering data. This method will only suffice for a very small business. Most businesses should hire a scanning service to meet their higher demand.
Scanning will consume a lot of staff time on a continual basis. This is another reason to outsource the job. When reviewing the choices of the services for hire, it is critical to verify that the service is HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, certified. Without this certification you could be exposing your business to costly penalties and even lawsuits.
The service may agree to have their workers come to your work place for scanning. More often the services prefer to have their clients ship the boxed paper files to their work site. While the first option provides more security, sometimes the business is unable to accommodate the space for an additional workstation. Ironically, after scanning is complete and the file cabinets are gone, there will probably be sufficient room for another workstation.
A naming protocol for the scanned files must be established. When the process is over, what you have are virtual file cabinets. Unless paper copies are properly named and saved they will not be easily retrievable. If you are hiring a service, it is critical that the naming protocols be established before any scanning occurs.
As for storing, most services provide a cloud back up. Make sure there are back up redundancies besides the cloud. All back ups must be automated and not require human intervention. This process requires hardware, software and the knowledge to manage the systems. Realize that scanning requires maintenance. The initial scan will be the big project, but the process is ongoing.
As for the paper files, most companies will have them shredded. Again, make sure the service shredding the documents is PCI and HIPAA certified. Storing paper files will create another ongoing expense, so if appropriate, shredding is preferred. Employee training is needed to ensure easy retrieval of scanned documents.
High functioning portable scanners can be purchased for about two thousand dollars. Since the machine is portable, employees can perform tasks other than scanning, such as answering phones or entering data. This method will only suffice for a very small business. Most businesses should hire a scanning service to meet their higher demand.
Scanning will consume a lot of staff time on a continual basis. This is another reason to outsource the job. When reviewing the choices of the services for hire, it is critical to verify that the service is HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, certified. Without this certification you could be exposing your business to costly penalties and even lawsuits.
The service may agree to have their workers come to your work place for scanning. More often the services prefer to have their clients ship the boxed paper files to their work site. While the first option provides more security, sometimes the business is unable to accommodate the space for an additional workstation. Ironically, after scanning is complete and the file cabinets are gone, there will probably be sufficient room for another workstation.
A naming protocol for the scanned files must be established. When the process is over, what you have are virtual file cabinets. Unless paper copies are properly named and saved they will not be easily retrievable. If you are hiring a service, it is critical that the naming protocols be established before any scanning occurs.
As for storing, most services provide a cloud back up. Make sure there are back up redundancies besides the cloud. All back ups must be automated and not require human intervention. This process requires hardware, software and the knowledge to manage the systems. Realize that scanning requires maintenance. The initial scan will be the big project, but the process is ongoing.
As for the paper files, most companies will have them shredded. Again, make sure the service shredding the documents is PCI and HIPAA certified. Storing paper files will create another ongoing expense, so if appropriate, shredding is preferred. Employee training is needed to ensure easy retrieval of scanned documents.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Online Document Mailroom Management he suggests you click here to learn more.
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