It no longer makes sense to store paper files. The volume of paper takes up a lot of valuable space and eventually becomes unmanageable. When files are scanned and named appropriately they are much easier to access. If your business if very small you can purchase a scanner, but most businesses will want to hire a service to scan the files. It is cheaper, more secure and more efficient to scan and store documents digitally.
You can purchase a highly functional scanner for about two thousand dollars. This is a portable machine and the employee using the scanner will be able to perform other tasks, such as data entry and answering the phones. If your business is small, this scanner may serve your needs quite adequately. However, most businesses would do well to hire a scanning service.
Scanning will consume a lot of staff time on a continual basis. This is another reason to outsource the job. When reviewing the choices of the services for hire, it is critical to verify that the service is HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, certified. Without this certification you could be exposing your business to costly penalties and even lawsuits.
The service may agree to have their workers come to your work place for scanning. More often the services prefer to have their clients ship the boxed paper files to their work site. While the first option provides more security, sometimes the business is unable to accommodate the space for an additional workstation. Ironically, after scanning is complete and the file cabinets are gone, there will probably be sufficient room for another workstation.
A naming protocol for the scanned files must be established. When the process is over, what you have are virtual file cabinets. Unless paper copies are properly named and saved they will not be easily retrievable. If you are hiring a service, it is critical that the naming protocols be established before any scanning occurs.
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 businesses prefer to shred the paper files, and most services will incorporate this process into the agreement. Once again, HIPAA and PCI certification should be a requirement. Storing paper files is costly. If it is prudent, shredding is better. Employees may need some training on how to access the scanned files.
You can purchase a highly functional scanner for about two thousand dollars. This is a portable machine and the employee using the scanner will be able to perform other tasks, such as data entry and answering the phones. If your business is small, this scanner may serve your needs quite adequately. However, most businesses would do well to hire a scanning service.
Scanning will consume a lot of staff time on a continual basis. This is another reason to outsource the job. When reviewing the choices of the services for hire, it is critical to verify that the service is HIPAA, Health Insurance Portability and Accountability Act, and PCI, Payment Card Industry, certified. Without this certification you could be exposing your business to costly penalties and even lawsuits.
The service may agree to have their workers come to your work place for scanning. More often the services prefer to have their clients ship the boxed paper files to their work site. While the first option provides more security, sometimes the business is unable to accommodate the space for an additional workstation. Ironically, after scanning is complete and the file cabinets are gone, there will probably be sufficient room for another workstation.
A naming protocol for the scanned files must be established. When the process is over, what you have are virtual file cabinets. Unless paper copies are properly named and saved they will not be easily retrievable. If you are hiring a service, it is critical that the naming protocols be established before any scanning occurs.
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 businesses prefer to shred the paper files, and most services will incorporate this process into the agreement. Once again, HIPAA and PCI certification should be a requirement. Storing paper files is costly. If it is prudent, shredding is better. Employees may need some training on how to access the 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 Online Document Scanning Management he suggests you click here for more information.
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