Scanning Documents

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Organizations use document scanning services to convert paper records into digital records. Once it is in a digital format, documents are much simpler to find. If a document is required it is available with a basic keyword query. Access to any file can be modified to particular workers. This secures each document to a work flow basis. Access should be controlled to prevent workers from misusing the private information of employees and customers. Each record has a lifespan and an EDM software package can instantly erase any unneeded records.

The first step is to work on a record management policy. Figure out how long to keep each type of document then calculate what employee requires access to each one. This should be distributed to each user.

Next it is time to shred all of the unwanted documents. Have everyone who manages company records eliminate documents that should be retired. Also, distribute shredding containers around your company. Have workers organize their personal files using the company document management policy and shred everything over its requirements. There is no need to digitize documents that are not needed.

The third step is to determine what documents are likely to be needed going forward. The economics of document scanning increase with the number of times the document is used and shared. If it will never be used going forward then just keeping the paper document is the better option. What is left is what you should scan.

Next it is time for the physical act of scanning. You can buy equipment and assign the work to your employee or temp. Or you can look to a scanning service. If you have a box or two then using an employee will work. But as you grow, the volume of scanning can overwhelm your capacity.

Arlington Document Destruction makes the digitizing process simple. They own large scanning machines and have people who handle this work everyday. They index the files and then destroy them after the work.

Give us a call to learn more at 817-422-0719