The sheer volume of paper files has become a problem for most businesses. This is truly the digital age, and most businesses are digitizing their files to create needed space and save on storage costs. If properly done, scanned files are easier to retrieve than paper files. Depending on the needs of your business, a portable scanner for about 2,000 dollars may be adequate. Most businesses will be better served by hiring a scanning service. When you scan and store documents, it is safer and more efficient than managing paper files.
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.
Most businesses do not want to pay an employee for dedicated scanning. It is more cost effective to outsource the project to a service. While looking for a scanning service it is critical that the service be Payment Card Industry and Health Insurance Portability and Accountability Act certified. A service that is PCI and HIPAA certified protects your business from unnecessary exposure to penalties or lawsuits.
Some services will have their personnel come to your office to do the work. Others will want you to ship boxes of files to them for scanning and saving. Certainly the first option is more secure, but a business may not have the space to accommodate another workstation. The irony is that once all these paper files have been scanned and the file cabinets eliminated, the business will have room for another work station.
It is important to establish a naming protocol for saving the scanned files. When the work has been completed, you are actually working with virtual filing cabinets. The naming protocol is essential to easily accessing the scanned files. Be sure the protocols are in place before the service begins scanning.
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.
Most often companies will have paper files shredded. This service must also be HIPAA and PCI certified to protect your business. It is costly and inefficient to store paper files. If possible, shredding is preferable. Your employees may need training to learn how to access scanned files.
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.
Most businesses do not want to pay an employee for dedicated scanning. It is more cost effective to outsource the project to a service. While looking for a scanning service it is critical that the service be Payment Card Industry and Health Insurance Portability and Accountability Act certified. A service that is PCI and HIPAA certified protects your business from unnecessary exposure to penalties or lawsuits.
Some services will have their personnel come to your office to do the work. Others will want you to ship boxes of files to them for scanning and saving. Certainly the first option is more secure, but a business may not have the space to accommodate another workstation. The irony is that once all these paper files have been scanned and the file cabinets eliminated, the business will have room for another work station.
It is important to establish a naming protocol for saving the scanned files. When the work has been completed, you are actually working with virtual filing cabinets. The naming protocol is essential to easily accessing the scanned files. Be sure the protocols are in place before the service begins scanning.
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.
Most often companies will have paper files shredded. This service must also be HIPAA and PCI certified to protect your business. It is costly and inefficient to store paper files. If possible, shredding is preferable. Your employees may need training to learn how to access scanned files.
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 Mailroom Services in Atlanta he suggests you visit his friend's to learn more.
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