Document Scanning Service

Even though we have heard about the paperless office for over a decade, most businesses still have 95% of their information laying on desks and filed away in cabinets. This creates a host of problems for businesses. With the introduction of Sarbanes-Oxley, businesses are now required to properly maintain financial records. That includes being able to retrieve them when required. The Fair and Accurate Credit Reporting Act (FACTA) requires business to properly safeguard the personal information of employees and customers and properly destroy it. Beyond government regulations, businesses are faced with the increasing costs of storing, finding and distributing documents accross multiple locations and departments.

Record Nations can help by scanning your documents. Get a free quote.

A document scanning service will transfer your paper records into electronic copies. The electronic copies are now available to anyone with access to the document database. Any document can be quickly found using keywords. If a hard copy is required it can be printed and once used, shredded and recycled.

Most offices operate under a flood of paper documents. Employees maintain a personal archive, each office maintains another archive and then there is also an official company archive. The storage required for paper documents grows at a rate of 20-25% every year. To help meet their storage needs many companies look to off-site storage companies to store their company documents. This solves the storage problem but can be very costly depending on the size of the buinsess.

Consider just one 80 gigabyte hard drive. It can hold 2.7 million documents and costs only $120. The same storage for paper documents would be 68 4-drawer file cabinets. The cost for one cabinet alone is more than $120.

Paper documents must also be filed. And more importantly, filed correctly if they are to be easily retrieved. This job can be shared by many high cost employees or a lower cost file clerk must be hired. Since most employees don't like filing; this job is often left to pile up on the corner of the desk. With an electronic document system this function can be eliminated and employees can focus on their core responsibilities.

Once documents are filed they need to be easily accessed. Many documents are misfiled and others are simply lost. This can amount to an inconvenience to an office worker or in the case of document covered by Sarbanes-Oxley, legal liability for the company and its officers.

Another problem of paper records is the difficulty in sharing documents across locations and departments. Once a document is in an electronic format they are easily shared with anyone who has access to the company network. There is no longer a need to keep copies of frequently accessed documents in several places. Forms can now be sent via email instead of postal mail or overnight delivery for further cost savings