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.
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.
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.
“It is necessary for health purposes too, because hardcopies induce mold growth once exposed to moisture. In addition, reliable document storage services can improve office productivity. By removing clutter at the workplace, employees can focus more on their jobs rather than rummage through poorly-organized folders and file cabinets for the necessary paperwork.
However, data security is still the biggest reason why document storage and management is vital. Misplaced or stolen financial statements can cost any company thousands, if not millions, of dollars, while poorly-protected client information can destroy long-held relationships with customers and business partners. Either of these scenarios can lead any company to economic ruin, which is something that Spectrum Information Services and other document management firms seek to prevent.”
“The second process eliminates the need for temporary paper used for appointments in a doctor’s office. The patient arrives and puts a finger on a biometric scanner, then the patient’s presence is then posted on the office computer. Lastly, a tax professional provides his clients’ documents in PDF form on a rewritable CD, which the client can bring back for next year’s return.
Most likely at the top of every entrepreneur’s mind would be digital document managing. If the business generates minimal amount of paper, you could invest in an over-the-counter scanner and optical character recognition (OCR) software. However, for large volume conversions and comprehensive document scanning services, consulting a professional is highly recommended.”