Since new documents are scanned and indexed, and are accessible from their workstations, the county clerks are glad the shuffling of papers is a thing of the past. Everything is backed up and stored offsite and online by a tech service provider in case of emergencies. Paper supply budgets and postage costs have gone down drastically.
There are still more counties in the state and in other states that haven’t made the change yet, but efforts to spread the advantages of scanning and the benefits of a paperless operation continue. Document management companies like Spectrum Information Services are the key firms to approach to attain a paperless environment.
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.
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.
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.
“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.”