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.
You can purchase a highly functional scanner for about two thousand dollars. This is a portable machine and the employee using the scanner will be able to perform other tasks, such as data entry and answering the phones. If your business is small, this scanner may serve your needs quite adequately. However, most businesses would do well to hire a scanning service.
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.
In some cases the personnel of a service will do the scanning at your place of business. Most of them prefer to have their clients ship the boxed files to the service site. Even though the first option offers more security, it may not be feasible if your business is not able to accommodate another work station. Ironically, once the process has been completed and the file cabinets are gone, there probably will be room for an additional station.
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.
The company you hire for scanning will store the files in a cloud back up. It is important that redundancy back up systems also be put into place. The process of backing up must be automated. If it requires human intervention, it will not be reliable. The service you hire will have the hardware, software and technical expertise to manage the back up systems. The initial scanning is a big accomplishment, but the process of maintenance will continue.
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.
You can purchase a highly functional scanner for about two thousand dollars. This is a portable machine and the employee using the scanner will be able to perform other tasks, such as data entry and answering the phones. If your business is small, this scanner may serve your needs quite adequately. However, most businesses would do well to hire a scanning service.
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.
In some cases the personnel of a service will do the scanning at your place of business. Most of them prefer to have their clients ship the boxed files to the service site. Even though the first option offers more security, it may not be feasible if your business is not able to accommodate another work station. Ironically, once the process has been completed and the file cabinets are gone, there probably will be room for an additional station.
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.
The company you hire for scanning will store the files in a cloud back up. It is important that redundancy back up systems also be put into place. The process of backing up must be automated. If it requires human intervention, it will not be reliable. The service you hire will have the hardware, software and technical expertise to manage the back up systems. The initial scanning is a big accomplishment, but the process of maintenance will continue.
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 Digital Scanning Services in Atlanta he suggests you visit his friend's for more information.
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