Have you ever looked around your office and wondered what you could do with the space that’s occupied by the firm’s paper files? More elbow room for you and your colleagues wouldn’t hurt. If you’re still living in the dark ages of technology, it’s time that you discovered the magic of document scanning services. Andy Morley writes about how freed-up space does wonders for office morale, and how it saves the forests.
Always create and update backups
If your business relies on a ton of documents to operate, you definitely want to have backups of those files—and lots of them. Always keep multiple copies of important files, both hard copies and digital copies. Many reputable scanning companies like offer to store both digital and physical records in a secure off-site location. You’ll also want to keep some backups in your own home for an added layer of protection.
Document management is an important part of any business. As long as there are documents around, organizations will utilize all the ways to effectively manage them. There are many companies that provide high-tech document management services that make it easier to store documents.
In many industries, using paper files has become inefficient. The document management process has become digitized, making all documents immediately accessible to staff who wish to view them. Electronic document management removes the headache and constant worrying about important files getting lost or misfiled, as the digital files are placed on a secure server where viewing access can be limited to a handful of staff.
Although the concept of a paperless society can lead to more convenient and fluid work operations, there are still some who harbor doubts and concerns about this unfamiliar idea.
Before you refuse going for a paperless operation, consider what Mark Shead of Productivity501.com had to say on the different misconceptions about going paperless and scanning services:
Full-service document scanning companies such as Spectrum Information Services can help you convert these documents for reasonable prices, as well as provide security tips and solutions for your files.
While the process of conversion might take some time, the convenience of having a more efficient storage scheme will make the wait worthwhile. Even though a fully paperless society might still be years away, now is as good a time as any to start making it a reality in your workplace.
Paperless offices are slowly, but surely, becoming a reality in today’s world. After all, the rise of digital machines have helped make the process easier than ever.
Many offices across different industries around the country are starting to see the value of working with scanning services and becoming a paperless organization. One such example is TriHealth, one of the largest health care companies in the country, as seen in this excerpt from The Cincinnati Business Courier:
First, your office can hire experienced document scanning services to help digitize paper documents. This reduces the amount of physical paper in an office. Additionally, as digital files, documents would be easier to store; all you need is a secure database instead of space-consuming file cabinets. It will also be easier to search through than the normal pile of papers.
Second, proper document management requires a proper filing and indexing system. For easy integration with your digitized files, this means the development of software to index and file your documents as they are added to the database. With proper indexing, employees would be able to access the files they need quickly and easily. This also helps keep records up-to-date, a necessity for important files like company records and contracts.